Administration Officer - Project, Scheduling & Branch Support

Chillin Air Conditioning & Electrical

Toowoomba, Darling Downs & South West QLD

Administrative Assistants - Administration & Office Support

Full-time

WHAT IF WORK DIDN'T FEEL LIKE WORK?

What if you actually enjoyed coming to work?

What if your team had your back?

What if your boss knew your name, appreciated your effort, and genuinely wanted to see you succeed?

What if you could build an incredible career while still having time for your family, your mates, and the things that matter most?

Then look no further than Chillin!

Chillin Air Conditioning & Electrical is looking for an experienced, organised and motivated Administration Officer - Project, Scheduling & Branch Support to join our newly opened Toowoomba branch.

This is not simply a position where you will sit behind a desk completing repetitive administration.

You will work directly alongside our Toowoomba Branch Supervisor and technicians while remaining closely connected to our experienced scheduling, ordering, project and management teams based at our Loganholme Head Office.

This is an exciting opportunity for the right person to help establish the systems, structure and day-to-day operation of our new Toowoomba branch.

About Chillin

Chillin Air Conditioning & Electrical has been operating for more than 33 years and has grown to a team of over 100 amazing employees.

We work with many of Queensland's leading residential builders and have built our reputation around quality workmanship, reliability, strong relationships and a genuine commitment to our people.

Following the successful growth of our Hervey Bay and Bundaberg operations, Chillin has now opened a new branch in Toowoomba to support our rapidly expanding pipeline of air conditioning and electrical projects throughout the region.

At Chillin, we value teamwork, accountability, respect, integrity and a positive workplace culture.

We invest heavily in our people, systems and future growth, and we are looking for someone who wants to become an important part of the Chillin family.

Role Overview

As the Administration Officer for our Toowoomba branch, you will play an important role in supporting the successful delivery of our air conditioning and electrical projects.

You will work directly with our Toowoomba Branch Supervisor to provide day-to-day support to our local technicians, electricians, air conditioning installers, apprentices and trade assistants.

You will also work closely with our administration and scheduling teams in the Loganholme office, to assist with day-to-day administration, schedule requests, client purchase orders, project creation & job preparation, ordering of materials & equipment, and receipting of supplier delivery dockets.

The position will provide essential coverage within the branch while the Branch Supervisor and the technicians are working on site.

You will help ensure that deliveries are received, jobs are prepared, projects are updated and communication between Toowoomba and Loganholme remains explicit and consistent.

As the Toowoomba branch continues to grow, the responsibilities and opportunities within this role are also expected to develop.

Key Responsibilities

Project Administration

- Assist with the creation and updating of air conditioning and electrical projects.
- Review job information, plans, purchase orders and builder documentation.
- Ensure project records remain accurate and up to date.
- Assist with project variations, site queries and outstanding information.
- Monitor project progress and flag potential delays or issues.
- Support the preparation and administration of upcoming works.
- Assist with maintaining accurate job notes,



photographs, documents and completion information.

Scheduling Support

- Assist with the day-to-day scheduling of Toowoomba works.
- Work closely with Toowoomba Branch Supervisor and the Loganholme scheduling team.
- Help ensure work is delivered within builder timeframes.
- Confirm jobs have the correct materials, equipment, plans and information before technicians attend site.
- Communicate changes, delays, absences or incomplete work to the scheduling team.
- Assist with return visits and outstanding works.
- Help coordinate local job priorities and technician availability.

Final responsibility for the central schedule will remain with the Loganholme Head Office.

Purchase Orders and Ordering Support

- Create and process purchase orders.
- Assist the Loganholme & other branch administration and scheduling teams with equipment and material requirements.
- Confirm purchase order details are accurate.
- Help coordinate equipment and material deliveries to the Toowoomba branch.
- Follow up missing, delayed, incorrect or damaged items.
- Ensure materials and equipment are allocated to the correct jobs.
- Maintain clear communication with the purchasing and administration teams.

Builder and Supervisor Coordination

- Communicate professionally with builders, construction supervisors and site managers.
- Assist with site queries, variations and project information.
- Follow up outstanding plans, purchase orders or job details.
- Provide practical project and scheduling updates where appropriate.
- Escalate significant issues to Toowoomba Branch Supervisor or the appropriate Loganholme team member.
- Maintain strong and professional relationships with our builder clients.

AroFlo Software Management

- Assist with the creation and updating of tasks in AroFlo.
- Update project information, job notes and scheduling details.
- Assist with managing return visits and outstanding work.
- Ensure documentation and records are uploaded correctly.
- Help maintain accurate project and job information.
- Support technicians with general AroFlo queries where required.

Previous AroFlo experience would be highly regarded, although training can be provided to the right applicant.

Warehouse and Delivery Support

- Receive and check equipment and material deliveries.
- Confirm deliveries against purchase orders and expected requirements.
- Report missing, damaged or incorrect items.
- Assist with the organisation and movement of warehouse stock.
- Help ensure materials and equipment are prepared for upcoming jobs.
- Assist with stocktakes and stock control.
- Monitor local inventory levels and communicate shortages.
- Help maintain a clean, organised and professional warehouse environment.
- Provide branch coverage while the Toowomba Branch Supervisor and the technicians are working on site.

This is an administration-focused role; however, the successful applicant must be willing to assist with practical warehouse coordination and delivery-related duties when required.

General Branch Administration

- Answer telephone calls and respond to emails.
- Maintain accurate records and company documentation.
- Create and update templates, spreadsheets and internal documents.
- Assist with general office and branch organisation.




- Communicate regularly with the Loganholme Head Office & our other branches.
- Support the Toowoomba Branch Supervisor with the practical day-to-day administration of the branch.
- Assist local technicians with job information and administrative requirements.
- Ensure important issues are directed to the correct department.
- Help establish efficient systems and procedures for the new branch.
- Perform other reasonable administration and branch support duties as required.

Who We're Looking For

We are looking for someone who is:

- Highly organised and able to manage several priorities at once.
- Reliable, punctual and committed.
- Proactive and willing to take ownership of tasks.
- Comfortable working independently within a new branch environment.
- Friendly, professional and confident communicating with others.
- Able to work closely with technicians, builders, supervisors, suppliers and management.
- Calm and practical when the workload becomes busy.
- Able to follow systems and processes accurately.
- Willing to learn and take on new responsibilities.
- Comfortable working as part of both a local branch team and a larger Head Office team.
- Focused on completing tasks properly and following them through.
- Positive, approachable and team-oriented.

We are looking for someone who genuinely wants to become part of the Toowoomba branch and help it succeed.

Skills and Experience

The following experience would be highly regarded:

- Previous administration experience within the air conditioning, electrical, construction or trade services industries.
- Experience in project administration or project coordination.
- Experience assisting with scheduling.
- Experience creating and processing purchase orders.
- Experience communicating with builders and construction supervisors.
- Experience with warehouse coordination, stock control or deliveries.
- Experience using AroFlo or similar project management software.
- Strong computer skills, including Microsoft Excel, Word and Outlook.
- Excellent attention to detail.
- Strong written and verbal communication.
- The ability to manage deadlines and prioritise tasks.
- Experience working in a fast-paced environment.

Industry experience is preferred; however, we will also consider an exceptional administrator who is highly organised, willing to learn and has the right attitude.

Why Work at Chillin?

Join a Brand-New Branch

This is an opportunity to become one of the first administration employees permanently based within our new Toowoomba branch.

You will have the opportunity to help establish the branch, improve its systems and become an important part of its future growth.

Supportive Team Culture

We are a close team that values collaboration, communication and mutual respect.

You will receive support from the Toowomba Branch Supervisor, as well as our experienced administration, scheduling, purchasing and management teams at Loganholme, North Lakes and Hervey Bay.

Genuine Career Development

As the Toowoomba branch grows, the position is expected to develop.

For the right person, there may be future opportunities to take on greater responsibility in project coordination, scheduling, purchasing, branch administration or team leadership.

Competitive Salary and Benefits

We offer a competitive salary based on skills and experience, together with the opportunity to build a long-term career within a successful and rapidly growing company.

A Business That Invests in Its People

Chillin invests heavily in its staff, systems, training and future growth.

We believe that having the right people in the right positions is one of the most important parts of building a successful business.

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📌 Administration Officer (Toowoomba Regional)
🏢 Chillin Air Conditioning
📍 Toowoomba Regional