Senior Operations Coordinator – HVAC & Projects

iEnergi Australia; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

iEnergi in Melbourne is seeking a Senior Operations Coordinator to oversee scheduling, WIP and project coordination across premium HVAC projects. You’ll work closely with the GM, Project Managers and field teams to keep jobs on track and compliant.

This hands-on role suits an organised, proactive professional who thrives in a fast-moving project environment and wants ownership and career growth with a growing HVAC specialist.

Qualifications

• Three+ years' experience in operations coordination or project administration.
• Experience using SimPRO or similar job management software.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication.

Responsibilities

• Conduct daily job reviews with Project Managers to track progress.
• Maintain accurate project stages and documentation in SimPRO.
• Track WIP and ensure projects move through each stage.
• Ensure job notes, purchase orders, receipts and compliance are complete.
• Coordinate technicians, installers and subcontractors across active projects.
• Maintain field team schedule and ensure upcoming works are planned.
• Prepare weekly and monthly operational trackers and assist with forecasting.
• Provide clear updates on project status and outstanding actions.

Skills

Organisational skills

Communication

Attention to detail

Excel

Google Sheets

Multitasking

Tools

SimPRO

Job description

Senior Operations Coordinator – HVAC & Projects

Senior Operations Coordinator – HVAC & Projects

Join iEnergi in a key operations role coordinating the people, projects and systems behind some of Melbourne’s most prestigious residential HVAC projects.

We’re looking for an experienced Senior Operations Coordinator who thrives on organisation, structure and keeping multiple moving parts on track. You’ll work closely with our General Manager, Project Managers and field teams to keep scheduling, WIP, compliance and project delivery running smoothly.

If you’re highly organised, confident with SimPRO and want to build a long-term career with a growing specialist HVAC company, we’d love to hear from you.

About the Role

As our Senior Operations Coordinator, you’ll sit at the centre of our day-to-day project operations.

You’ll maintain visibility across active and upcoming projects, coordinate field resources, keep SimPRO accurate and up to date, and work closely with our Project Managers to ensure jobs are planned, documented and progressing through to completion and invoicing.

This is a hands-on coordination role suited to someone who enjoys taking ownership, solving problems and creating structure in a fast-moving project environment.

What You’ll Be Doing

Project & Operations Coordination

Conduct daily job reviews with Project Managers

Maintain accurate project stages, job information and documentation within SimPRO

Track work in progress (WIP) and ensure projects continue moving through each stage

Ensure job notes, purchase orders, receipts, certificates and compliance documentation are complete

Identify outstanding actions and follow up with the appropriate team members

Coordinate completed works through to invoicing

Scheduling & Resource Planning

Coordinate technicians, installers and subcontractors across active projects

Maintain the field team schedule within SimPRO

Ensure upcoming works are confirmed, planned and ready for execution

Coordinate labour requirements with Project Managers

Respond to project changes and update schedules accordingly

Maintain visibility of upcoming workload and resource requirements

Reporting & Systems

Maintain accurate operational information within SimPRO

Prepare and maintain weekly and monthly operational trackers

Assist with WIP reporting and project forecasting

Track key operational KPIs

Provide clear updates on project status, scheduling and outstanding actions

Help improve operational systems and processes as the business continues to grow

What We’re Looking For

3+ years' experience in operations coordination, scheduling, service coordination, project administration or a similar role

Experience using SimPRO or similar job management software

Strong organisational skills and the ability to manage multiple priorities

Excellent attention to detail

Strong Excel or Google Sheets skills

Clear and professional written and verbal communication

Confidence communicating with Project Managers, tradespeople, suppliers and clients

A proactive approach – you follow things through and don't let tasks fall through the cracks

Ability to work independently while being part of a close-knit team

Highly Regarded

Previous experience within HVAC, air conditioning, mechanical services, refrigeration, plumbing or construction

Experience coordinating field technicians and subcontractors

Experience with WIP reporting, invoicing and project compliance

Strong working knowledge of SimPRO

About You

You’re the type of person who likes knowing exactly where things stand.

You enjoy keeping projects organised, schedules accurate and people informed. When something changes, you adjust the plan. When something is outstanding, you follow it through.

You take pride in accurate systems and documentation, communicate confidently and enjoy working with Project Managers and tradespeople to keep projects moving.

Most importantly, you’re looking for more than just another administration role. You want responsibility, ownership and the opportunity to grow with the business.

Why Join iEnergi?

Key Operations Role – Take ownership of scheduling, WIP and project coordination

Premium HVAC Projects – Work across some of Melbourne’s leading architectural homes

Career Growth – Build your career with a growing specialist HVAC company

Modern Systems – Work with SimPRO and established operational processes

Strong Team Culture – Work alongside experienced Project Managers and tradespeople

Autonomy & Ownership – Be trusted to manage your responsibilities and get things done

Long-Term Stability – Join an established business with a strong pipeline of work

About iEnergi

iEnergi specialises in the design and delivery of high-performance mechanical HVAC systems for premium architectural homes.

Our projects incorporate advanced systems including AirSmart, VRV/VRF, hydronic heating and cooling, heat pumps, ventilation and integrated climate-control solutions.

We work with leading builders, architects and clients to deliver tailored systems where quality, performance and attention to detail matter.

As iEnergi continues to grow, we’re investing in the people, systems and processes required to deliver exceptional projects and build a strong long-term team.

If you’re an experienced operations coordinator who takes pride in organisation, accountability and getting things done, we’d like to hear from you.