Remote HVAC Service Dispatch & Operations Admin

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

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