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.
Our Service & Maintenance team works with a diverse range of clients, including RSL clubs, pubs, commercial properties, and student accommodation.
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.
Service & Office Coordinator
Padstow, Sydney | Full time
The Role:
Service Coordination
You'll be a key point of contact between our clients, technicians, and Service Manager.
Your responsibilities will include:
Scheduling service and maintenance jobs using SimPRO
Coordinating technicians and managing their daily schedules
Communicating directly with technicians in the field
Liaising with clients to schedule works and provide updates
Managing incoming service requests and ensuring they are followed through
Managing the day‐to‐day flow and changing priorities of a busy service department
Collating, checking and approving technician timesheets
Ensuring service administration is accurate and up to date
Supporting the Service Manager with the smooth running of the department
Office & Accounts Administration
You'll also provide support across the wider business, including:
Supporting the day‐to‐day running of the office
Supporting communication across the wider team
Helping identify and improve processes as the business continues to grow




Creating sales invoices through our systems
Processing accounts payable invoices
Assisting with general finance administration
About You
We're looking for someone who is:
Highly organised – able to manage multiple priorities without losing track of the details
A great communicator – comfortable dealing with clients, technicians and managers
Calm under pressure – able to adapt when schedules change and problems come up
Proactive – you see what needs to be done and get onto it
Client‐focused – you understand the importance of keeping clients informed
A team player – positive, reliable and willing to help wherever needed
Most importantly, we're looking for someone with the right attitude who wants to become an important part of a growing business.
Experience with the following would be highly regarded:
Microsoft Office – particularly Excel and Word
Systems experience
SimPRO – service management software
Microsoft Office – particularly Excel and Word
MYOB AccountRight
Why join us?
We're a small and growing business, which means your contribution will genuinely matter.
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.
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.
If you're organised, people‐focused and enjoy a busy environment where no two days are the same, we'd love to hear from you.
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📌 Service & Office Coordinator (Sydney)
🏢 RFTN Pty
📍 Sydney