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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- 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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- 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 setting 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

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

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

Experience with the following would be highly regarded:

n

n
- Microsoft Office – particularly Excel and Word
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

We're a small and

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