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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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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Experience in HVAC,



construction, facilities management or another service-based industry would be advantageous, but we are open to people from other industries who have the right skills and attitude.

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

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Service & Office Coordinator

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Padstow, Sydney | Full time

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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.

n

Our Service & Maintenance team works with a diverse range of clients, including RSL clubs, pubs, commercial properties, and student accommodation.

n

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.

n

The Role:

n

Service Coordination

n

You’ll be a key point of contact between our clients, technicians, and Service Manager.

n

Your responsibilities will include:

n

• Scheduling service and maintenance jobs using SimPRO

n

• Coordinating technicians and managing their daily schedules

n

• Communicating directly with technicians in the field

n

• Liaising with clients to schedule works and provide updates

n

• Managing incoming service requests and ensuring they are followed through

n

• Managing the day-to-day flow and changing priorities of a busy service department

n

• Collating, checking and approving technician timesheets

n

• Ensuring service administration is accurate and up to date

n

• Supporting the Service Manager with the smooth running of the department

n

Office & Accounts Administration

n

You’ll also provide support across the wider business, including:

n





• Supporting the day-to-day running of the office

n

• Supporting communication across the wider team

n

• Helping identify and improve processes as the business continues to grow

n

• Creating sales invoices through our systems

n

• Processing accounts payable invoices

n

• Assisting with general finance administration

n

About You

n

We’re looking for someone who is:

n

• Highly organised – able to manage multiple priorities without losing track of the details

n

• A great communicator – comfortable dealing with clients, technicians and managers

n

• Calm under pressure – able to adapt when schedules change and problems come up

n

• Proactive – you see what needs to be done and get onto it

n

• Client-focused – you understand the importance of keeping clients informed

n

• A team player – positive, reliable and willing to help wherever needed

n

• Most importantly, we’re looking for someone with the right attitude who wants to become an important part of a growing business.

n

Systems experience

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Experience with the following would be highly regarded:

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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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Experience in HVAC, construction, facilities management or another service-based industry would be advantageous, but we are open to people from other industries who have the right skills and attitude.

n

Why join us?

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We’re a small and growing business, which means your contribution will genuinely matter.

n

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.

n

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.

n

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.

Please email your resume to *****@rftn.com.au n
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📌 Dynamic Service & Office Coordinator - Sydney (New South Wales)
🏢 RFTN Pty
📍 New South Wales