Service Administrator & Scheduling Coordinator

AirH2o pty ltd; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

AirH2o pty ltd in Melbourne is seeking a hands-on Service Coordinator to manage daily service operations for HVAC maintenance. The role includes coordinating technicians, scheduling visits and providing professional customer support to building managers and clients.

You will use Simpro, handle calls and emails, and assist with programmes of works while ensuring schedules run smoothly in a busy service office environment.

Qualifications

• Experience in service coordination, scheduling or administration.
• Strong telephone communication and customer service skills.
• Excellent organisational and prioritisation abilities.
• Experience managing emails and customer correspondence.
• Proficient with Outlook, Word and Excel.
• HVAC, mechanical services, electrical or building maintenance knowledge is valued.
• Proactive and able to work independently in a busy office.
• Comfortable coordinating technicians and following up on tasks.

Responsibilities

• Answer incoming calls professionally and direct enquiries to the appropriate team members
• Coordinate and schedule service technicians, maintenance visits, breakdown calls and programmed works
• Use Simpro to create and manage jobs, update schedules, allocate technicians and maintain accurate job records
• Manage incoming emails, customer requests and correspondence, ensuring timely responses and follow-ups
• Provide professional customer support to building managers, facility managers, builders and clients
• Assist management with preparing, maintaining and updating programmes of works for maintenance and service projects
• Log incoming service and breakdown calls, prioritise urgent requests and coordinate technician attendance
• Create and track work orders, follow up outstanding jobs and assist with closing out completed works
• Support the Service and Maintenance Operations Manager with daily operational activities
• Liaise with technicians, suppliers, subcontractors and customers regarding job progress, site access and scheduling

Skills

Service coordination

Scheduling

Customer service

Telephone communication

Organisational skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Independent worker

Time management

Tools

Simpro

Job description

Full-time position with an established Melbourne HVAC mechanical services company. The role involves coordinating and managing service operations, scheduling technicians, and providing professional customer support to building managers, facility managers, builders and clients.

Key responsibilities

• Answer incoming telephone calls professionally and direct enquiries to the appropriate team members
• Coordinate and schedule service technicians, maintenance visits, breakdown calls and programmed works
• Use Simpro to create and manage jobs, update schedules, allocate technicians and maintain accurate job records
• Manage incoming emails, customer requests and correspondence, ensuring timely responses and follow-ups
• Provide professional customer support to building managers, facility managers, builders and clients
• Assist management with preparing, maintaining and updating programmes of works for maintenance and service projects
• Log incoming service and breakdown calls, prioritise urgent requests and coordinate technician attendance
• Create and track work orders, follow up outstanding jobs and assist with closing out completed works
• Support the Service and Maintenance Operations Manager with daily operational activities
• Liaise with technicians, suppliers, subcontractors and customers regarding job progress, site access and scheduling

About you

• Experience in service coordination, scheduling or administration
• Strong telephone communication and customer service skills
• Excellent organisational skills and ability to manage competing priorities
• Experience managing incoming emails and customer correspondence
• Good knowledge of Microsoft Outlook, Word and Excel
• Ability to work independently and follow through on outstanding tasks
• Experience in HVAC, mechanical services, electrical or building maintenance is highly regarded
• Proactive, reliable and capable of managing a busy service office without constant supervision
• Comfortable dealing with customers, organising technicians, following up outstanding work and ensuring the daily schedule runs efficiently

About us

• Established Melbourne HVAC mechanical services company operating across commercial HVAC, BMS and maintenance operations with a supportive team environment.
• Opportunity to work across commercial HVAC, BMS and maintenance operations
• Supportive team environment with opportunities for career development