Service Coordinator / Administration - HVAC and Mechanical servicesService Coordinator – Mechanical ServicesAir TheoryBrookvale, Northern Beaches, ****, NSWFull-timeAbout Air TheoryAir 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 RoleThis 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 fast-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 ResponsibilitiesReceive, assess and coordinate incoming service requestsSchedule technicians and subcontractors across service, maintenance and minor worksPrioritise urgent breakdowns and manage changes to the daily scheduleCommunicate with customers regarding attendance times, job progress and outstanding requirementsEnsure technicians have the correct information, site access details,



materials and documentationMonitor active jobs and follow up outstanding works, reports, parts and return visitsReview technician notes and service reports for completenessCoordinate quotations arising from service recommendations and defect reportsAssist with purchase orders, supplier coordination and parts trackingEnsure completed jobs are commercially ready for invoicingMaintain accurate job statuses, notes and records within the job-management systemCoordinate recurring maintenance and planned service agreementsAssist with improving internal service processes, workflows and reportingWork closely with administration, accounts, project managers and company managementHelp create a consistent and professional customer experience across the businessBuilding our logistic reach and improving our workflow across the business.About YouYou 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 roleExperience working within the construction, mechanical, electrical, plumbing, facilities management or trade-services industryA practical understanding of how service and maintenance work is deliveredStrong scheduling, organisation and time-management skillsThe ability to manage multiple jobs, technicians and customer priorities at onceStrong written and verbal communication skillsConfidence communicating with technicians, builders,



suppliers and clientsGood attention to detail and a willingness to follow jobs through to completionExperience reviewing job reports, purchase orders, quotations and service documentationA calm and solutions-focused approach when schedules or priorities changeThe confidence to identify issues and elevate them before they become larger problemsSystems ExperienceExperience using Simpro is highly regarded.Experience with other job-management, service-management or construction software will also be considered, including platforms such as:AroFloServiceM8BuildxactFergusProcoreMicrosoft Office and OutlookCRM and scheduling platformsTraining will be provided on our specific systems and processes, but applicants should already be comfortable working within digital job-management software.What We OfferA key role within a growing Australian mechanical services businessThe opportunity to help shape and improve our service operationsA supportive and practical team environmentExposure to a broad range of commercial, residential and construction projectsThe opportunity to work closely with company leadershipGenuine responsibility and room to grow as the business expandsA role where your organisation and experience will have a visible impactCompetitive salary based on experienceFlexible work hours with a family friendly officeWhy 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 significant part of the company's continued growth.
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📌 Service Coordinator / Administration - Hvac And Mechanical Services (New South Wales)
🏢 Treadies HVAC
📍 New South Wales