Service Coordinator / Administrator

Lead Group Consultancy; Sydney; On-site; AUD 34,000 - 55,000; Part time

Benefits offered by this job

Free on-site parking

Flexibility around family and school

Support from Operations Manager

Job summary

Lead Group Consultancy in Cranebrook, NSW, seeks an Administrator to support the Operations Manager with scheduling, customer communication and day-to-day coordination. The role offers learning with ownership and room to grow within an established HVAC business.

You will schedule service appointments in ServiceM8, keep customers and technicians updated, coordinate parts and orders with suppliers, raise purchase orders and liaise with external contractors.

Qualifications

• Previous experience in administration, scheduling or service coordination.
• Experience using ServiceM8 or similar scheduling software preferred.
• Comfortable handling multiple priorities in a busy environment.
• Confident communicating with customers, technicians and suppliers.

Responsibilities

• Schedule service appointments and jobs using ServiceM8.
• Keep customers and technicians updated on bookings, job progress and changes.
• Coordinate parts, orders and job requirements with suppliers.
• Raise purchase orders and follow up outstanding items.
• Liaise with external contractors, including those supporting interstate work.
• Provide general office administration and help keep jobs moving.
• Identify ways to improve scheduling and office processes.

Skills

Administration

Scheduling

Customer communication

Service coordination

Organised

Tools

ServiceM8

Job description

Enjoy keeping things organised and being the person who makes the day run smoothly? An established HVAC business is looking for a proactive Administrator to join its team in Cranebrook.

With approximately 10 employees and work across multiple states, the business stays busy year-round. This is a newly created position supporting the Operations Manager with scheduling, customer communication and day-to-day coordination.

You’ll have support while you learn the business, along with the opportunity to take ownership, improve processes and help shape the role as it grows.

The role

Working closely with the Operations Manager, technicians and wider office team, you’ll:

• Schedule service appointments and jobs using ServiceM8.
• Keep customers and technicians updated on bookings, job progress and changes.
• Coordinate parts, orders and job requirements with suppliers.
• Raise purchase orders and follow up outstanding items.
• Liaise with external contractors, including those supporting interstate work.
• Provide general office administration and help keep jobs moving.
• Identify ways to improve scheduling and office processes.

Your day-to-day communication will be split roughly evenly between customers and technicians.

About you

• Previous experience in administration, scheduling or service coordination.
• A background in HVAC, plumbing, electrical or another trade services business would be advantageous, but is not essential.
• Experience using ServiceM8 or similar scheduling software is preferred, with the ability to learn new systems quickly.
• Organised, reliable and comfortable managing competing priorities in a busy environment.
• Confident communicating with customers, technicians and suppliers.
• Proactive with follow-up and able to spot what needs doing.
• Comfortable taking ownership while working closely with a small team.
• Keen to grow with the business and make the role your own.

Hours and flexibility

The business is open to two or three days per week, ideally Monday, Wednesday and Friday, when the Operations Manager is in the office to provide support.

Full eight-hour days are preferred, but school hours and adjusted start or finish times can be considered.

The role is predominantly office-based in Cranebrook. There is no expectation of weekend or after-hours work.

What’s on offer

• $25–$40 per hour, depending on experience and capability.
• Flexibility around family and school commitments.
• Free on-site parking.
• Support from the Operations Manager.
• Team social events throughout the year.
• An opportunity to build a role with ownership and room to grow.

Additional information

• Flexible hours across 2-3 days | School hours considered
• Varied scheduling and coordination role within an established HVAC business.
• Free on-site parking | No weekend or after-hours work.