Full-time position with an established Melbourne HVAC mechanical services company. The role involves coordinating and managing service operations, scheduling technicians, and providing professional customer support to building managers, facility managers, builders and clients.
Key responsibilities
Answer incoming telephone calls professionally and direct enquiries to the appropriate team members
Coordinate and schedule service technicians, maintenance visits, breakdown calls and programmed works
Use Simpro to create and manage jobs, update schedules, allocate technicians and maintain accurate job records
Manage incoming emails, customer requests and correspondence, ensuring timely responses and follow-ups
Provide professional customer support to building managers, facility managers, builders and clients
Assist management with preparing, maintaining and updating programmes of works for maintenance and service projects
Log incoming service and breakdown calls, prioritise urgent requests and coordinate technician attendance
Create and track work orders, follow up outstanding jobs and assist with closing out completed works
Support the Service and Maintenance Operations Manager with daily operational activities
Liaise with technicians, suppliers,



subcontractors and customers regarding job progress, site access and scheduling
About you
Experience in service coordination, scheduling or administration
Strong telephone communication and customer service skills
Excellent organisational skills and ability to manage competing priorities
Experience managing incoming emails and customer correspondence
Good knowledge of Microsoft Outlook, Word and Excel
Ability to work independently and follow through on outstanding tasks
Experience in HVAC, mechanical services, electrical or building maintenance is highly regarded
Proactive, reliable and capable of managing a busy service office without constant supervision
Comfortable dealing with customers, organising technicians, following up outstanding work and ensuring the daily schedule runs efficiently
About us
Established Melbourne HVAC mechanical services company operating across commercial HVAC, BMS and maintenance operations with a supportive team environment.
Opportunity to work across commercial HVAC, BMS and maintenance operations
Supportive team workplace with opportunities for career development
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📌 Service Administrator & Scheduling Coordinator (Melbourne)
🏢 AirH2o
📍 Melbourne