AU Service Dispatch & Operations Administrator

Hammerjack Pty Ltd; Philippines; Remote; PHP 978,000 - 1,222,000; Full time

Benefits offered by this job

Career growth opportunities

Amazing work environment

Directly with Australian business

Job summary

Hammerjack Pty Ltd is seeking a Service Dispatch & Operations Administrator for a Sydney-based HVAC services business. This role supports customer inquiries, quotes, technicians, suppliers and scheduling in a fully remote setting from the Philippines time zone.

You will coordinate quotes, bookings and supplier deliveries while maintaining records and systems. You will manage schedules, invoices and data across Excel, Xero and CRM platforms, ensuring timely communications with customers and field

Qualifications

• Minimum 6 years in office administration, operations coordination or scheduling for Australian clients.
• Excellent written and spoken English for professional communication with customers, suppliers and technicians.
• Strong Excel skills; comfortable handling pricing data and spreadsheets.
• Experience with Xero, Google Calendar and CRM/field service platforms.
• Highly organized with attention to detail and ability to manage multiple priorities.

Responsibilities

• Monitor inquiries and emails; action promptly.
• Prepare and send customer quotes based on team input.
• Follow up on quotes within 1–2 days.
• Coordinate and schedule jobs based on technician availability and scope.
• Optimize technician routes to reduce travel time and maximize daily utilization.
• Coordinate multiple technicians across Sydney; adjust staffing for larger jobs.
• Communicate schedules and changes with technicians and customers.
• Process purchase orders; ensure timely delivery of equipment.
• Assist with invoices and accounts receivable follow-ups.
• Maintain accurate pricing, job and customer data in Excel and systems.
• Manage Google Calendar; support CRM and job management platforms.
• Support AI receptionist for customer inquiries and maintain records.

Skills

Office administration

Scheduling

Excel

Xero

Google Calendar

CRM software

Data entry

Communication

Time management

Independent work

Tools

Xero

Google Calendar

CRM software

Field service software

Job description

Service Dispatch & Operations Administrator

Hey there! We're looking for a Service & Operations Administrator for a Sydney-based HVAC business providing residential and commercial air conditioning services. If you have strong administrative skills, excellent English communication, great attention to detail, and the ability to coordinate quotes, job scheduling, suppliers and customers, keep reading!

100% Remote

Salary in AU$2,000 - AU$2,500/month

Philippines - Reporting to 9:00AM - 6:00PM AU Time Zone

Full Time | Independent Contractor (Direct Hire)

About Our Client

Our client is an established Australian air conditioning business servicing residential and medium-sized commercial customers across Sydney. They are looking for a highly organised Office Administrator to provide day-to-day administrative support and help coordinate customer enquiries, quotes, technicians, suppliers and job scheduling.

In your day-to-day, you will:

• Monitor incoming customer enquiries and emails and ensure they are actioned promptly.
• Prepare, organise and send customer quotes based on information provided by the team.
• Follow up on quotes with customers one to two days after they have been sent.
• Coordinate and schedule confirmed jobs based on technician availability, job requirements, location and estimated duration.
• Optimise technician schedules and routes to minimise travel time and maximise daily utilisation.
• Coordinate multiple technicians across Sydney, including allocating additional technicians to larger installation jobs where required.
• Communicate directly with technicians regarding job requirements, schedules and changes.
• Coordinate with customers to confirm bookings, job details and scheduling.
• Prepare and process purchase orders for suppliers once jobs are confirmed.
• Coordinate with suppliers to ensure required equipment and materials are ordered and delivered on time.
• Assist with invoices, supplier invoices, receipts and accounts receivable follow-ups.
• Maintain accurate pricing, job and customer information in Excel and other business systems.
• Manage and update Google Calendar and, as new systems are introduced, assist with the company's CRM and job management platforms.
• Help manage customer enquiries and information coming through the company's AI receptionist system.
• Maintain accurate records and ensure administrative tasks are completed in a timely and organised manner.
• Provide general administrative support and assist with ad hoc projects as required.
• Potentially assist with customer and technician phone calls as required.

Skills you have:

• At least 6 years of experience in an office administration, operations coordination, scheduling or similar roles, supporting Australian businesses and customers.
• Excellent written and spoken English, with the confidence to communicate professionally with Australian customers, suppliers and technicians.
• Strong Excel skills and confidence working with spreadsheets, data and pricing information.
• Proficiency with Xero, Google Calendar and similar business management systems.
• Experience using CRM or field service management software.
• Exceptional organisation and attention to detail.
• Strong time management skills and the ability to manage multiple priorities throughout the day.
• Experience coordinating schedules, appointments, jobs, deliveries or field-based teams.
• Strong problem-solving and decision-making skills, particularly when managing schedules and changing priorities.
• Confident communicating with customers, suppliers and internal team members via email and phone.
• Highly reliable, proactive and able to work independently once trained.
• Strong computer literacy and the ability to learn new software and systems quickly.
• A trustworthy and honest approach, with a strong sense of accountability.
• Comfortable working Australian business hours and supporting a Sydney-based operation.

Skills that will make you stand out:

• Previous experience working in HVAC, trades, construction, facilities management or another home services business.
• Experience coordinating with technician, field service or job scheduling.
• Basic bookkeeping or accounts administration experience.
• Experience working with AI-powered reception or customer enquiry systems.

You’ll be entitled to:

• Great opportunities for career growth
• Opportunity to work in an amazing environment
• Work directly with an established Australian business