Job Description

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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.

Service & Office Coordinator Padstow, Sydney | Full-time The Role: Service Coordination n

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 n

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 n

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 outstanding 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: nn
- Microsoft Office – particularly Excel and Word
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Systems experience nn
- 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? n

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 environment where no two days are the same, we’d love to hear from you.

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