Assistant Service Coordinator & Administrator

Gastek Heating & Cooling is a fast-growing company based in Fairfield, delivering high-quality heating and cooling installations and service work across residential projects throughout Melbourne for over 22 years. With solid year-on-year growth and a reputation for premium customer service, we are building a team that takes pride in professionalism, presentation, and getting the job done right the first time.

We are now seeking an eager and motivated Assistant Service Coordinator & Administrator to join our Installation Team. This role is ideal for someone who enjoys working closely with customers, coordinating projects from start to finish, and being part of a supportive, professional team environment.

At Gastek, we value robust relationships with our customers, colleagues, and suppliers, and we pride ourselves on creating a collaborative workplace where people enjoy coming to work.

About the Role

Reporting to the Service Manager, your role will focus on managing daily customer phone and email enquiries, as well as assisting with preparing quotations, following up leads, and coordinating installation projects through to completion. You'll work closely with other team members and subcontractors to ensure a seamless customer experience.

This is a hands-on coordination role, where no two days are the same. You will oversee the process from initial customer contact through to completed installation, providing tailored solutions and exceptional customer service along the way.

Key Responsibilities

- Provide professional and timely customer service when handling phone and email enquiries and installation requests
- Assisting with the preparation of accurate quotations and tailored heating & cooling solutions
- Follow up quotations over the phone and email with customers daily
- Communicate with customers regarding parts quotations, enquiries and follow-ups.




- Manage rebate programs and related admin, ensuring accurate records and timely processing.
- Liaise daily with technicians, subcontractors, suppliers, and internal teams
- Assist with sourcing heating and cooling units, materials, and parts as required
- Raise purchase orders, work orders, and invoices
- Maintain accurate job records and documentation
- Deliver a high level of customer service throughout the entire process
- Use Simpro job management software to manage workflow and scheduling

About You

To be successful in this role, you will ideally have:

- Ideally have previous experience in administration, scheduling, coordination, or sales support
- Previous experience in heating or cooling industry or trade industry will be highly recommended
- Strong communication and organisational skills
- The ability to multitask and work in a fast-paced environment
- High attention to detail and problem-solving skills
- Confidence working with customers and internal teams
- Experience using Simpro or similar job management software (preferred but not essential)
- A positive attitude and strong team focus

What We Offer

- A supportive and professional team environment
- Reliable, long-term opportunity with a growing business
- Monday to Friday role – no weekend work
- Enjoy flexibility with your daily start and finish times
- Opportunity to grow within the company
- Work with a respected and established heating & cooling business
- A workplace that genuinely values work/life balance

If you are looking for a rewarding role with a growing company and a great team culture, we would love to hear from you.

Pay: $29.00 – $35.00 per hour

Application Question(s):

- Please confirm if you are authorised to work in Australia permanently with unrestricted rights.

*
Are you confident handling a high volume of customer enquiries over the phone and via email?
- Yes, very confident
- Some experience
- Limited experience

Work Location: In person

📌 Assistant Service Coordinator & Administration (Fairfield)
🏢 Gastek Heatingoling
📍 Fairfield