JOIN OUR TEAM

HVAC Administrator / Office Coordinator

We are a growing HVAC company delivering high-quality installation, maintenance and service solutions across residential and commercial clients. With a strong pipeline of work and a focus on efficiency and customer service, we’re looking for a highly organised Administrator to become the backbone of our day-to-day operations.

Location

Ballarat, Victoria

Employment Type

Full-time

ABOUT THE ROLE

This is a hands-on, fast-paced administration role supporting technicians, management, and customers. You’ll be responsible for keeping jobs moving, finances accurate, and communication seamless.

You’ll thrive if you enjoy juggling multiple priorities, have strong attention to detail, and take ownership of processes.

key responsibilities

scheduling & Coordination

  • Schedule service, maintenance and installation jobs for technicians

  • Respond to urgent callouts and arrange technician visits

  • Liaise with technicians, customers and suppliers to ensure smooth job delivery

  • Manage work orders from booking through to completion

Invoicing & Accounts

  • Raise and send invoices promptly following job completion

  • Reconcile purchase orders, supplier invoices, and bills

  • Process supplier invoices and match against POs

  • Assist with job costing and margin tracking

  • Manage debtor accounts, including follow-ups and collections

Xero & Financial Admin

  • Daily use of Xero for invoicing, bill entry, bank reconciliation and reporting

  • Assist with end-of-month processes

  • Maintain accurate financial records and documentation

Customer Service & Communication

  • Answer incoming calls and emails professionally

  • Log and manage service requests and work orders

  • Provide updates to customers regarding scheduling and job progress

  • Handle customer queries and resolve issues efficiently

Operational Support

  • Maintain job records, files and documentation

  • Assist with compliance documentation (e.g. safety records, service reports)

  • Order parts and liaise with suppliers

  • Support technicians with admin needs in the field

  • Maintain asset and equipment registers

what you’ll bring

  • Proven experience in an administrative or office coordination role

  • Experience with Xero (essential)

  • Experience in HVAC, trades, or service-based industries (highly preferred)

  • Solid understanding of invoicing, accounts payable/receivable, and reconciliations

  • Excellent organisational and time management skills

  • Strong communication skills (written and verbal)

  • Ability to multitask and work in a fast-paced environment

  • High attention to detail and problem-solving mindset

Bonus Skills (Nice to Have)

  • Experience with job management software (SimPRO)

  • Basic understanding of HVAC terminology and workflows

  • Experience supporting field technicians or trades teams

What We Offer

  • Supportive and down-to-earth team environment

  • Stable, growing business with long-term opportunity

  • Variety in your day – no two days are the same

  • Opportunity to take ownership and improve systems/processes

Let’s Work Together

If this sounds like the right opportunity for you, please apply via the form with your resume and a brief cover note outlining your experience.