Office Manager

CoopAir Heating and Cooling; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

CoopAir Heating and Cooling – Bayswater North VIC is seeking an experienced Office Manager to oversee day-to-day administration and coordinate a busy service operation. You will work with the Director and management team to drive efficiency, manage technician scheduling, and uphold high service standards.

Ideal candidates are organised, proactive and able to implement improvements in a fast-paced environment. This is a hands-on leadership role offering scope to influence growth and operations.

Qualifications

• Experience in office management for a service business.
• Ability to coordinate technicians and scheduling.
• Comfort with reporting and admin tasks.

Responsibilities

• Oversee day-to-day office operations and staff.
• Establish office procedures and processes.
• Ensure tasks completed accurately and on time.
• Identify efficiency improvements and workflow.
• Assist management with reporting and business administration.
• Oversee daily scheduling of technicians.
• Allocate jobs and manage changes.
• Handle urgent bookings and customer requests.
• Monitor job progress and updates.
• Close off completed jobs with documentation.
• Maintain high standards of customer service.
• Handle inquiries and escalations professionally.
• Support invoicing and supplier administration.

Skills

Organised

Initiative

Communication

Team coordination

Scheduling

Tools

ServiceTitan

Job description

CoopAir Heating and Cooling – Bayswater North VIC

Ready to take ownership of a busy office and make a real difference?
Coop Group is a growing heating, cooling, refrigeration and electrical business based in Bayswater. As our business continues to expand, we are looking for an experienced and proactive Office Manager to oversee our office operations and help drive the next stage of our growth.

We’re looking for someone who is organised, confident, takes initiative and understands what it takes to keep a busy business operating efficiently.

Ideally, you’ll have experience working within a trade service business such as air conditioning, electrical, plumbing or similar. You’ll understand the challenges of coordinating technicians, managing customer expectations, scheduling jobs and keeping on top of a constantly moving workload.

This is an opportunity for someone who wants more than an administration role. We want someone who can take ownership, implement improvements and become an important part of our management team.

About the Role

As Office Manager, you’ll be responsible for overseeing the day‑to‑day administration and coordination of Coop Group’s office.

You’ll work closely with the Director, management team, technicians and administration staff to ensure the business runs smoothly.

You’ll need to be comfortable managing competing priorities, solving problems and ensuring tasks are completed without needing constant supervision.

Key Responsibilities

Office Management & Administration

• Oversee the day‑to‑day running of the office.
• Manage and support administration and reception staff.
• Establish and maintain office procedures and processes.
• Ensure all administration tasks are completed accurately and on time.
• Identify opportunities to improve efficiency and workflow.
• Assist management with reporting and business administration.

Scheduling & Operations

• Oversee daily scheduling and coordination of technicians.
• Ensure jobs are allocated efficiently and schedules are managed effectively.
• Manage urgent bookings, schedule changes and customer requests.
• Monitor job progress and ensure technicians are providing updates.
• Ensure completed jobs are properly documented and closed off.
• Work closely with the operations team to keep jobs moving.

Customer Service

• Oversee incoming customer enquiries and phone calls.
• Ensure customers receive professional and timely communication.
• Handle escalated customer complaints and service issues.
• Maintain high standards of customer service throughout the business.
• Ensure outstanding customer enquiries and requests are followed up.

Financial & Administrative Support

• Oversee invoicing and accounts administration processes.
• Monitor outstanding invoices and assist with debtor follow-ups.
• Ensure quotations are prepared and followed up.
• Monitor purchase orders and supplier administration.
• Assist with weekly and monthly reporting.
• Ensure accurate information is maintained within ServiceTitan.

Team & Management Support

• Work closely with the Director and management team.
• Help manage staff responsibilities and office workloads.
• Hold team members accountable for completing their tasks.
• Assist with onboarding and training new office employees.
• Take ownership of problems and follow them through to resolution.