Remote Office Administrator – Sydney HVAC Scheduling & Quotes

RunRemote; Philippines; On-site; PHP 997,000 - 1,246,000; Full time

Benefits offered by this job

Career growth opportunities

Great environment

Direct exposure to Australian business

Job summary

RunRemote is recruiting for an Office Administrator to support a Sydney-based HVAC client from the Philippines. The role is 100% remote and full-time as an independent contractor, reporting during AU business hours.

You will handle quotes, scheduling, supplier coordination and customer inquiries, ensuring smooth day-to-day admin across multiple teams. Ideal candidates will have 6+ years in office administration or scheduling, excellent English, strong Excel skills, and experience with Xero and

Qualifications

• 6+ years in office administration, operations coordination or scheduling for Australian businesses.
• Excellent written and spoken English for professional communication with Australian customers.
• Strong Excel skills, data handling and pricing familiarity.
• Experience with Xero, Google Calendar and CRM/field service software.
• Highly organized with attention to detail and ability to manage multiple priorities.

Responsibilities

• Monitor incoming customer enquiries and emails; action promptly.
• Prepare and send customer quotes based on team input.
• Follow up on quotes 1–2 days after sending.
• Schedule and coordinate jobs based on technician availability and location.
• Optimize technician routes to minimize travel time and maximize daily utilisation.
• Coordinate multiple technicians across Sydney and allocate additional staff as needed.
• Communicate job requirements and changes to technicians.
• Coordinate with customers to confirm bookings and job details.
• Prepare and process purchase orders for suppliers.
• Manage pricing, customer and job data in Excel and other systems.
• Maintain calendars and assist with CRM and job management platforms.
• Assist with inquiries through the AI receptionist system.
• Provide admin support and assist with ad hoc projects.
• Potentially assist with customer and technician calls.

Skills

Office administration

Operations coordination

Scheduling

English communication

Excel

Xero

Google Calendar

CRM

Tools

Xero

CRM software

Google Calendar

Job description

RunRemote is recruiting for an Office Administrator to support a Sydney-based HVAC client from the Philippines. The role is 100% remote and full-time as an independent contractor, reporting during AU business hours.

You will handle quotes, scheduling, supplier coordination and customer inquiries, ensuring smooth day-to-day admin across multiple teams. Ideal candidates will have 6+ years in office administration or scheduling, excellent English, strong Excel skills, and experience with Xero and