Job Description
RFTN & Mechanical Air is a growing HVAC company based in Padstow, Sydney, with a team of 20 people across our Service & Maintenance and Installation divisions.
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Our Service & Maintenance team works with a diverse range of clients, including RSL clubs, pubs, commercial properties, and student accommodation.
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We're looking for an organised, proactive and people‐focused person to join our team. This is a hands‐on role where you'll work closely with our Service Manager, technicians, clients and the wider team.
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Service & Office Coordinator
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Padstow, Sydney | Full-time
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The Role:
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Service Coordination
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You'll be a key point of contact between our clients, technicians, and Service Manager.
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Your responsibilities will include:
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Scheduling service and maintenance jobs using SimPRO
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Coordinating technicians and managing their daily schedules
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Communicating directly with technicians in the field
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Liaising with clients to schedule works and provide updates
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Managing incoming service requests and ensuring they are followed through
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Managing the day‐to‐day flow and changing priorities of a busy service department
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Collating, checking and approving technician timesheets
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Ensuring service administration is accurate and up to date
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Supporting the Service Manager with the smooth running of the department
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Office & Accounts Administration
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You'll also provide support across the wider business, including:
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Supporting the day‐to‐day running of the office
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Supporting communication across the wider team
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Helping identify and improve processes as the business continues to grow
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Creating sales invoices through our systems
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Processing accounts payable invoices
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Assisting with general finance administration
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About You
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We're looking for someone who is:
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Highly organised – able to manage multiple priorities without losing track of the details
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A great communicator – comfortable dealing with clients, technicians and managers
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Calm under pressure – able to adapt when schedules change and problems come up
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Proactive – you see what needs to be done and get onto it
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Client‐focused – you understand the importance of keeping clients informed
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A team player – positive, reliable and willing to help wherever needed
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Most importantly, we're looking for someone with the right attitude who wants to become an important part of a growing business.
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Experience with the following would be highly regarded:
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Microsoft Office – particularly Excel and Word
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Systems experience
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SimPRO – service management software
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Microsoft Office – particularly Excel and Word
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MYOB AccountRight
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Why join us?
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We're a small and growing business, which means your contribution will genuinely matter.
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You'll work closely with the leadership team, build relationships across the business, and have the opportunity to help shape how we operate as we grow.
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This isn't a role where you'll be stuck doing the same thing every day. You'll have responsibility, variety, and the opportunity to make a real impact.
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If you're organised, people‐focused and enjoy a busy setting where no two days are the same, we'd love to hear from you.

📌 Service & Office Coordinator (New South Wales)
🏢 RFTN Pty
📍 New South Wales