HVAC Service & Admin Coordinator

RFTN Pty Limited; Sydney; On-site; AUD 65,000 - 85,000; Full time

Job summary

RFTN & Mechanical Air is a growing HVAC company based in Padstow, Sydney, with a team of 20 people across our Service & Maintenance and Installation divisions. We’re looking for an organised, proactive and people-focused person to join our team, working closely with the Service Manager, technicians, clients and the wider team.

This hands-on role covers service coordination and office administration, including invoicing and accounts tasks.

Qualifications

• Highly organised – able to manage multiple priorities without losing track of the details.
• A great communicator – comfortable dealing with clients, technicians and managers.
• Calm under pressure – able to adapt when schedules change and problems come up.
• Proactive – you see what needs to be done and get onto it.
• Client-focused – you understand the importance of keeping clients informed.

Responsibilities

• Scheduling service and maintenance jobs using SimPRO
• Coordinating technicians and managing their daily schedules
• Communicating directly with technicians in the field
• Liaising with clients to schedule works and provide updates
• Managing incoming service requests and ensuring they are followed through
• Managing the day-to-day flow and changing priorities of a busy service department
• Collating, checking and approving technician timesheets
• Ensuring service administration is accurate and up to date
• Supporting the Service Manager with the smooth running of the department
• Supporting the day-to-day running of the office
• Supporting communication across the wider team
• Helping identify and improve processes as the business grows
• Creating sales invoices through our systems
• Processing accounts payable invoices
• Assisting with general finance administration

Skills

Highly organised

Great communicator

Calm under pressure

Proactive

Client-focused

Team player

Tools

Excel

Word

Microsoft Office

Job description

RFTN & Mechanical Air is a growing HVAC company based in Padstow, Sydney, with a team of 20 people across our Service & Maintenance and Installation divisions. We’re looking for an organised, proactive and people-focused person to join our team, working closely with the Service Manager, technicians, clients and the wider team.

This hands-on role covers service coordination and office administration, including invoicing and accounts tasks.