Office Administrator - Heating & Cooling Company

Offtap Plumbing Heating and Cooling; Melbourne; On-site; AUD 50,000 - 65,000; Full time

Job summary

Offtap Plumbing Heating and Cooling in Knoxfield VIC is seeking an Office Administrator to provide friendly, professional client support and efficient office coordination. You will manage communications, book appointments, and keep the field team moving by ordering parts and coordinating schedules.

The role requires comfort with Tradify and HVAC layout tools like Plandroid, with a bias toward accuracy and customer-focused service in a busy, fast-paced office setting.

Qualifications

• Highly enthusiastic, friendly, and well-organised with ability to manage multiple moving parts.
• Ability to thrive in a fast-paced environment while maintaining accuracy.
• Experience with job management software Tradify and HVAC design Plandroid is a plus.

Responsibilities

• Serve as first point of contact for clients via phone and digital channels with professional, welcoming service.
• Monitor and manage the main office inbox efficiently.
• Coordinate technician schedules and log jobs using Tradify.
• Place orders for parts and equipment to keep the field team moving.
• Assist with HVAC plan layouts using Plandroid.

Skills

Customer service mindset

Time management

Multitasking

Organised

Tools

Tradify

Plandroid

Job description

Office Administrator - Heating & Cooling Company

Offtap Plumbing Heating and Cooling - Knoxfield VIC

Attributes: You must be highly enthusiastic, friendly, efficient, and well-organised with an ability to manage multiple moving parts at once.

Thrives Under Pressure: Proven ability to handle a fast-paced work environment without losing your attention to detail.

Tech-Savvy: Hands-on experience or rapid adaptability with job management software like Tradify and HVAC design software like Plandroid.

Industry Edge (Advantage): Prior knowledge or a background in the Heating and Cooling / HVAC or plumbing industry is highly desirable but not mandatory.

Key Responsibilities

• Customer Service: Serve as the friendly first point of contact for our valued clients via phone and digital channels, delivering professional and welcoming service.
• Email & Communication Management: Monitor and action the main office inbox efficiently
• Job Bookings & Scheduling: Efficiently coordinate technician schedules and log jobs using Tradify.
• Equipment Procurement: Place orders for parts and equipment to keep our field team moving without delay.
• Assisting with HVAC Plan Mark ups: Assist with visual HVAC system layouts using Plandroid.