Service & Administration Coordinator

JM Air and Refrigeration; Burpengary; On-site; AUD 75,000 - 80,000; Full time

Benefits offered by this job

Training in our systems

Long-term growth in a family-owned bus

Autonomy in a varied role

Job summary

JM Air & Refrigeration is seeking an organised, capable Service & Administration Coordinator for our Burpengary office. You will manage customer enquiries, coordinate technicians, and keep jobs moving through ServiceM8 across Brisbane and Hervey Bay.

This is a full‑time, on‑site role with a focus on keeping operations running smoothly. The role emphasizes scheduling, quotes, invoicing, and close follow‑up, with training provided in our terminology, systems, and workflows.

Qualifications

• Highly organized with the ability to manage multiple priorities.
• Confident speaking with customers, technicians, suppliers and property managers.
• Excellent with follow-up and attention to detail.
• Calm when schedules change unexpectedly.
• Comfortable using computer-based systems and learning new software.

Responsibilities

• Answer customer calls, emails and enquiries.
• Create and manage jobs in ServiceM8.
• Coordinate schedule changes, cancellations and technician availability.
• Prepare residential installation quotes once trained.
• Follow up outstanding quotes and unconverted enquiries.
• Raising purchase orders and coordinating supplier orders.
• Check completed jobs for technician notes, photos and serial numbers.
• Prepare and send customer invoices; monitor and follow up outstanding accounts.
• Coordinate installation deposits, confirmations and property manager work orders.
• Maintain records and documentation; assist with staff onboarding and licences/certificates.

Job description

JM Air & Refrigeration is looking for an organised, capable and proactive Service & Administration Coordinator to join our team at our Burpengary office.

This is not simply a reception role.

We are looking for someone who will become a central part of our day-to-day operations — managing customer enquiries, coordinating our technicians, keeping jobs moving through ServiceM8 and helping ensure both our Brisbane and Hervey Bay operations run smoothly.

You’ll be the person helping take a job from:

JM Air & Refrigeration | Burpengary, QLD | Full-Time

JM Air & Refrigeration is looking for an organised, capable and proactive Service & Administration Coordinator to join our team at our Burpengary office.

This is not simply a reception role.

We are looking for someone who will become a central part of our day-to-day operations — managing customer enquiries, coordinating our technicians, keeping jobs moving through ServiceM8 and helping ensure both our Brisbane and Hervey Bay operations run smoothly.

You’ll be the person helping take a job from:

Enquiry → Booking → Scheduling → Technician → Completion → Invoicing → Follow‑Up

The role

Your responsibilities will include:

• Answering and responding to customer calls, emails and enquiries

• Creating and managing jobs in ServiceM8

• Managing schedule changes, cancellations and technician availability

• Preparing residential installation quotes once trained

• Following up outstanding quotes and unconverted enquiries

• Raising purchase orders and coordinating supplier orders

• Checking completed jobs for technician notes, photos and serial numbers

• Preparing and sending customer invoices

• Monitoring and following up outstanding accounts

• Managing installation deposits and booking confirmations

• Coordinating property manager work orders and tenant access

• Managing residential maintenance reminders

• Coordinating our regular subcontract work

• Maintaining job records and documentation

• Assisting with staff onboarding and licence/certificate records

• Tracking company renewals, vehicle servicing and equipment maintenance

• Helping maintain minimum stock levels at our Burpengary base

• Providing a brief end‑of‑day operational update to management

About you

We’re looking for someone who is:

• Highly organised and comfortable managing multiple priorities

• Confident speaking with customers, technicians, suppliers and property managers

• Able to take ownership of tasks rather than waiting to be told what to do next

• Excellent with follow‑up and attention to detail

• Calm when schedules change unexpectedly

• Comfortable making decisions within clear guidelines

• Confident using computer-based systems and learning new software

• Professional, friendly and personable with customers

• Comfortable working independently

• Good at spotting problems and trying to solve them before escalating them

• Someone who genuinely enjoys keeping things organised

Experience in air conditioning, electrical, plumbing, construction, trade administration, ServiceM8 or another field-service business would be highly regarded, but the right attitude, organisation and ability to learn are equally important.

You do not need to be technically qualified in air conditioning. We will train you in the terminology, systems, suppliers, quoting processes and workflows required for the role.

What we offer

• Full-time position based in Burpengary

• Choice of 7:00am–3:00pm or 8:00am–4:00pm

• Monday to Friday

• No after-hours or emergency service coordination

• A varied role with genuine responsibility and autonomy

• Training in our systems, processes and air-conditioning administration

• A friendly trade team

• The opportunity to become an important long-term part of a growing family-owned business

• Increasing autonomy as your knowledge and confidence develop

• Salary from $75k-$80k + super depending on experience

We want someone who can eventually know our administrative operations inside and out and become the first point of contact for our customers, technicians and suppliers.

If you enjoy being the person who keeps everything moving, follows things through and takes pride in making sure nothing falls through the cracks, we’d love to hear from you.