Service Coordinator/Administrator (Part Time)

Quadrant Mechanical Services Pty Ltd; City of Melbourne; On-site; AUD 34,000 - 48,000; Part time

Benefits offered by this job

Competitive salary

Flexible hours

Training opportunities

Social club access

Job summary

Quadrant Mechanical Services Pty Ltd in Keysborough, VIC, invites an experienced Service Administrator/Coordinator to join our maintenance division. The role is part-time (16-20 hours per week) with flexible days, supporting Service Technicians and office management.

You will handle admin tasks, scheduling, client updates, work orders, invoicing support, and adapt to cloud-based reporting using Aroflo, with emphasis on teamwork and customer service.

Qualifications

• Experience in an administrative or coordination role.
• HVAC/commercial services industry experience preferred.
• Proficient in Microsoft Office.

Responsibilities

• Provide administration and coordination support to the service team.
• Assist with the scheduling of Service Technicians.
• Liaise with customers for job updates and follow-ups.
• Create and update work orders.
• Support day-to-day client and technician operations.
• Coordinate with subcontractors and suppliers.
• Close out completed works and assist invoicing.
• Manage paperless reporting through Aroflo.
• Update information on client portals.
• Deliver exceptional customer service.

Skills

Administrative support

Coordination

Customer service

Microsoft Office

HVAC knowledge

Tools

Aroflo

Job description

Quadrant Mechanical Services Pty Ltd - Keysborough VIC

Looking for part-time work or returning the work force.

About the role

QMS Maintenance Pty Ltd is the service and maintenance division of Quadrant Mechanical Services Pty Ltd. We are seeking a proactive and highly organised Service Administrator/Coordinator to join our team based in our head office in Keysborough, VIC.

This is an excellent opportunity for someone seeking part-time work or returning to the workforce. You will provide essential administrative support to our Service Technicians and office-based management team. The role offers 16-20 hours per week with flexible working days to suit your availability.

What you'll be doing

Reporting directly to the Service Manager, your responsibilities will include:

• Providing administration and coordination support to the service team

• Assisting with the scheduling of Service Technicians

• Liaising with customers to provide job updates and follow-ups

• Creating and updating work orders

• Supporting the day-to-day operations of clients and technicians

• Coordinating with subcontractors and suppliers

• Closing out completed works and assisting with invoicing

• Managing paperless reporting through our cloud-based software, Aroflo (experience preferred but not essential)

• Updating information on client portals

• Delivering exceptional customer service

What we’re looking for

• Previous experience in a similar administrative or coordination role, ideally within the HVAC, commercial services, or related industry

• Strong problem-solving and troubleshooting skills

• Ability to work both independently and collaboratively as part of a team

• Excellent attention to detail and a high standard of work

• Strong communication and customer service skills

• Commitment to safety and quality standards

• Proficiency in Microsoft Office applications

What we offer

At QMS Maintenance/Quadrant Mechanical Services, we are committed to providing a supportive, rewarding work environment and be part of a dynamic and experienced team.

• Competitive salary, negotiable based on experience

• Flexible working days and hours (16-20 hours per week)

• On-the-job training and development opportunities

• The chance to join an established, growing and supportive team

• Access to our Social Club

About us

Quadrant Mechanical Services is a leading provider of commercial and industrial HVAC services across Melbourne. Established in 2007, we have built a strong reputation for quality workmanship, exceptional customer service, and a commitment to continuous improvement. Our experienced team of technicians, engineers and project managers work collaboratively to deliver tailored solutions that meet our clients’ unique needs.