Service Coordinator / Administration - HVAC and Mechanical services
Service Coordinator – Mechanical Services
Air Theory
Brookvale, Northern Beaches, ****, NSW
Full-time
About Air Theory
Air Theory is a growing mechanical services and consulting business delivering HVAC, ventilation and mechanical solutions across commercial, residential and construction projects.
We work closely with builders, consultants, technicians, subcontractors and clients to deliver practical, high-quality outcomes from initial design and coordination through to installation, commissioning and ongoing service.
As the business continues to grow, we are looking for an experienced Service Coordinator to help bring together our service operations, technicians, customers and internal systems.
The Role
This is a key operational role responsible for coordinating our day-to-day service workload and ensuring jobs move efficiently from the initial customer enquiry through to completion, reporting, quoting and invoicing.
You will be the central point of coordination between customers, technicians, suppliers and management.
The successful applicant will be organised, commercially aware and comfortable working in a rapid-moving construction and mechanical services environment.
This role would suit someone who has previously worked in service coordination, scheduling, construction administration, facilities maintenance or trade services and understands the importance of communication, job control and following work through to completion.
Key Responsibilities
Receive, assess and coordinate incoming service requests
Schedule technicians and subcontractors across service, maintenance and minor works
Prioritise urgent breakdowns and manage changes to the daily schedule
Communicate with customers regarding attendance times, job progress and outstanding requirements
Ensure technicians have the correct information, site access details, materials and documentation




Monitor active jobs and follow up outstanding works, reports, parts and return visits
Review technician notes and service reports for completeness
Coordinate quotations arising from service recommendations and defect reports
Assist with purchase orders, supplier coordination and parts tracking
Ensure completed jobs are commercially ready for invoicing
Maintain accurate job statuses, notes and records within the job-management system
Coordinate recurring maintenance and planned service agreements
Assist with improving internal service processes, workflows and reporting
Work closely with administration, accounts, project managers and company management
Help create a consistent and professional customer experience across the business
Building our logistic reach and improving our workflow across the business.
About You
You will be someone who enjoys bringing structure to a busy environment and takes ownership of getting things completed.
You will ideally have:
Previous experience in a service coordinator, scheduler, construction administrator or similar role
Experience working within the construction, mechanical, electrical, plumbing, facilities management or trade-services industry
A practical understanding of how service and maintenance work is delivered
Strong scheduling, organisation and time-management skills
The ability to manage multiple jobs, technicians and customer priorities at once
Strong written and verbal communication skills
Confidence communicating with technicians, builders, suppliers and clients




Good attention to detail and a willingness to follow jobs through to completion
Experience reviewing job reports, purchase orders, quotations and service documentation
A calm and solutions-focused approach when schedules or priorities change
The confidence to identify issues and elevate them before they become larger problems
Systems Experience
Experience usingSimprois highly regarded.
Experience with other job-management, service-management or construction software will also be considered, including platforms such as:
AroFlo
ServiceM8
Buildxact
Fergus
Procore
Microsoft Office and Outlook
CRM and scheduling platforms
Training will be provided on our specific systems and processes, but applicants should already be comfortable working within digital job-management software.
What We Offer
A key role within a growing Australian mechanical services business
The opportunity to help shape and improve our service operations
A supportive and practical team environment
Exposure to a broad range of commercial, residential and construction projects
The opportunity to work closely with company leadership
Genuine responsibility and room to grow as the business expands
A role where your organisation and experience will have a visible impact
Market-competitive salary based on experience
Flexible work hours with a family friendly office
Why Join Air Theory?
This is an opportunity to step into a role with genuine ownership.
We are not looking for someone to simply answer phones and enter jobs.
We are looking for an experienced coordinator who can understand the bigger picture, keep technicians and customers informed, improve workflow and help us build a scalable and professional service department.
You will have the opportunity to contribute ideas, develop systems and become an important part of the company's continued growth.
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