About Us

HVAC/R Services is a well-established commercial air conditioning and refrigeration company servicing clients across Sydney and surrounding areas. We pride ourselves on providing reliable, high-quality service and creating a supportive workplace where our team can grow.

We're looking for an organised, motivated and customer-focused Jnr to Mid-Level Service Coordinator & Administration Assistant to join our busy office team.

This is a varied role where you'll work closely with our clients, technicians and management team to help keep our day-to-day operations running smoothly.

About the Role

This is a hands-on, varied position suited to someone who is fast-paced, flexible and proactive. You'll be involved in a range of administrative and coordination tasks, and no two days will necessarily look the same.

You'll be joining an established business, but we're looking for someone who won't simply follow the way things have always been done. We want someone who can challenge the norm, identify opportunities, streamline dated processes and help us find smarter, more efficient ways of working.

You'll have the opportunity to come into the role, learn how the business operates, take ownership of your position and make it your own.

Your responsibilities will include:

- Answering incoming phone calls and emails.
- Scheduling service calls and maintenance visits.
- Raising work orders and allocating job numbers.
- Updating technician schedules.
- Preparing job packs and site documentation.
- Uploading service reports, photos and compliance documents.
- Assisting with customer invoicing.
- Entering supplier invoices and purchase orders.
- Maintaining customer records and equipment asset registers.
- Preparing SWMS, inductions and compliance documentation.
- Uploading documents to customer portals.
- Following up outstanding paperwork and service reports.
- Reception and general office administration.




- Supporting technicians and the management team with daily administrative tasks.
- Streamlining outdated or inefficient processes (with support of the wider team)
- Identifying opportunities to improve efficiency, communication and organisation.
- Helping develop and improve systems, processes and office procedures as the business continues to grow.

About You

We're looking for someone who is more than just an administrator. We want someone who is keen to get stuck in, learn the business and make the role their own.

You will ideally be:

- Fast-paced and efficient, with the ability to keep things moving in a busy environment.
- Flexible and comfortable taking on different duties as priorities change.
- A self-starter who doesn't need to be told what to do every step of the way.
- Eager to make improvements rather than simply accepting the way things have always been done.
- Comfortable challenging the norm and questioning inefficient processes.
- Someone who naturally looks for ways to make things simpler, faster and more organised.
- Able to identify opportunities and confidently put forward ideas for improvement.
- A problem-solver who enjoys finding practical solutions.
- Confident taking ownership of tasks and seeing them through to completion.
- Organised, reliable and able to manage multiple priorities.
- A strong communicator with a skilled and friendly manner.
- Comfortable working with customers, technicians, suppliers and management.
- Confident using Microsoft Office and willing to learn new software and systems.
- Someone who enjoys being part of a team and contributing to a positive workplace.





Previous administration, office support or service coordination experience is preferred.

Experience in the HVAC, electrical, plumbing, construction or facilities management industries is an advantage but not essential.

What We Offer

- Full-time permanent position.
- Supportive and friendly team workplace.
- Modern office located in North Rocks.
- On-the-job training.
- Career development opportunities.
- A diverse role where no two days are the same.
- The opportunity to take ownership of your position and help shape how the role develops.
- Free on-site parking.

Why Join HVAC/R Services?

At HVAC/R Services, you'll be joining a growing business that values teamwork, reliability, initiative and exceptional customer service.

We're looking for someone who wants to come into a role, learn how the business works, challenge the status quo and make it better.

If you're the type of person who sees something that isn't working efficiently and thinks "there has to be a better way" — and then actually does something about it — you'll fit well into our team.

This is an opportunity for the right person to grow with the business, take ownership and genuinely make an impact.

Apply Today

If you're an organised, enthusiastic and proactive administrator who enjoys working in a fast-paced environment and wants more than just a typical administration role, we'd love to hear from you.

Click Apply Now and submit your resume. A short cover letter telling us why you'd be a great fit for the role is encouraged.

Only shortlisted applicants will be contacted.

Job Type: Full-time

Pay: $70,808.72 – $85,589.00 per year

Application Question(s):

- Do you have administration experience within the trades and construction industry?

Experience:

- Administration: 2 years (Required)

Work Authorisation:

- Australia (Required)

Work Location: In person

📌 Jnr - Mid level Service Coordinator & Administration Assistant (North Rocks)
🏢 HVACu002FR Services
📍 North Rocks