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 chance 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
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
n
Office & Accounts Administration
n
You'll also provide support across the wider business, including:




n
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
n
About You
n
We're looking for someone who is:
n
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
n
Systems experience
n
Experience with the following would be highly regarded:
n
n
SimPRO – service management software
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Microsoft Office – particularly Excel and Word
n
MYOB AccountRight
n
n
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?
n
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.
n
Please email your resume to ******
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📌 Dynamic Service & Office Coordinator - Sydney (New South Wales)
🏢 RFTN Pty
📍 New South Wales