HVAC Service Co-ordinator

Air Systems Maintenance Pty Ltd; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Air Systems Maintenance Pty Ltd in Melbourne is seeking a confident, people-focused Service Coordinator to be the voice of its service team. This full-time, office-based role involves being the central contact for technicians and clients, coordinating jobs and maintaining customer records to keep service delivery efficient.

You will handle dispatch, scheduling, and client updates, with emphasis on accurate timesheets, invoicing, and contract administration.

Qualifications

• 2–3+ years in customer service, scheduling or client coordination, ideally in trades, HVAC or maintenance services.
• Strong organisation and time management, and comfortable juggling multiple priorities.
• Confident with job management software and MS Office, particularly Excel.

Responsibilities

• Be the main point of contact for technicians throughout the day: dispatching jobs, talking through job details, and solving problems as they come up.
• Speak with clients every day to understand their needs, give progress updates and resolve queries or concerns.
• Take incoming service requests and schedule technicians across metro Melbourne to make the most of every day.
• Raise purchase orders for spare parts and schedule the follow-up work.
• Check and process timesheets and service reports, and invoice completed jobs promptly and accurately.
• Set up new maintenance contracts and keep existing contracts up to date in the service software.
• Maintain accurate service histories and customer records in the job management system.

Skills

Verbal communication

Organisation & time management

Customer service

Multi-tasking

Attention to detail

Tools

Job management software

MS Office/Excel

Job description

Air Systems Maintenance Pty Ltd – Melbourne VIC

An established commercial HVAC maintenance company is looking for a confident, people-focused Service Coordinator to be the voice of its service team. You'll spend much of your day on the phone, talking with technicians in the field and with clients, keeping everyone informed and keeping jobs moving. This is a full-time, office-based role.

Key responsibilities

• Be the main point of contact for technicians throughout the day: dispatching jobs, talking through job details, and solving problems as they come up
• Speak with clients every day to understand their needs, give progress updates and resolve queries or concerns
• Take incoming service requests and schedule technicians across metro Melbourne to make the most of every day
• Raise purchase orders for spare parts and schedule the follow-up work
• Check and process timesheets and service reports, and invoice completed jobs promptly and accurately
• Set up new maintenance contracts and keep existing contracts up to date in the service software
• Maintain accurate service histories and customer records in the job management system

About you

• Excellent verbal communication: confident and clear on the phone, and able to build rapport quickly with technicians and clients
• Able to stay calm and professional, manage expectations, and handle tricky conversations when plans change
• 2–3+ years in customer service, scheduling or client coordination, ideally in trades, HVAC or maintenance services
• Strong organisation and time management, and comfortable juggling multiple priorities
• Confident with job management software and MS Office, particularly Excel
• A sharp eye for detail, especially with purchase orders, contracts and invoicing