HVAC Service Coordinator

Ambient Services Group; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

Ambient Services Group is a Sydney-based, all-in-one commercial asset maintenance provider based in Hillsdale. We are seeking an experienced HVAC Service Coordinator to join our Service Division and coordinate service and maintenance across metropolitan Sydney.

You will manage enquiries, create quotes, raise POs, enter data in SimPRO, review reports, raise invoices, and ensure subcontractor and site documentation compliance while supporting onboarding and continuous improvement initiatives.

Qualifications

• Proven experience coordinating field technicians in a service-based or maintenance environment (HVAC, or similar trade).
• Strong working knowledge of SimPRO or similar software – including job scheduling, quoting, purchase orders, invoicing, and job costing.
• Exceptional organisational skills with the ability to manage multiple priorities and respond quickly to urgent issues.
• Confident communicator with strong interpersonal skills – capable of engaging with clients, suppliers, and technicians.
• High level of attention to detail, especially in documentation, compliance tracking, and financial accuracy.
• Ability to work both independently and as part of a collaborative service team.
• Understanding of WHS requirements and familiarity with issuing site documentation (e.g., SWMS, MSDS).

Responsibilities

• Coordinate and schedule service and maintenance jobs
• Manage service enquiries, job creation, and SimPRO data entry
• Prepare and follow up on quotes for small works
• Raise purchase orders and order required materials
• Review technician reports and process timesheets
• Generate invoices and follow up overdue payments
• Maintain subcontractor compliance and supplier documentation
• Issue WHS documents and track site-specific safety requirements
• Support onboarding, reporting, and continuous improvement initiatives

Skills

Field technician coordination

SimPRO proficiency

Organisational skills

Communication skills

Attention to detail

Independent work

WHS knowledge

Tools

SimPRO

Job description

Ambient Services Group is an all-in-one commercial asset maintenance provider serving metropolitan Sydney. We work behind the scenes on some of the city’s biggest buildings, offering everything from long-term asset management to emergency spot repairs.

Due to ongoing company growth, we are seeking an experienced HVAC Service Coordinator to join our Service Division, based in Hillsdale.

Job tasks and responsibilities

Coordinate and schedule service and maintenance jobs

Manage service enquiries, job creation, and SimPRO data entry

Prepare and follow up on quotes for small works

Raise purchase orders and order required materials

Review technician reports and process timesheets

Generate invoices and follow up overdue payments

Maintain subcontractor compliance and supplier documentation

Issue WHS documents and track site-specific safety requirements

Support onboarding, reporting, and continuous improvement initiatives

Skills and experience

Proven experience coordinating field technicians in a service-based or maintenance environment (HVAC, or similar trade)

Strong working knowledge of SimPRO or similar software – including job scheduling, quoting, purchase orders, invoicing, and job costing

Exceptional organisational skills with the ability to manage multiple priorities and respond quickly to urgent issues

Confident communicator with strong interpersonal skills – capable of engaging with clients, suppliers, and technicians

High level of attention to detail, especially in documentation, compliance tracking, and financial accuracy

Ability to work both independently and as part of a collaborative service team

Understanding of WHS requirements and familiarity with issuing site documentation (e.g., SWMS, MSDS)