Service & Office Coordinator

Service & Office Coordinator

Padstow, Sydney | Full-time

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.

Our Service & Maintenance team works with a diverse range of clients, including RSL clubs, pubs, commercial properties, and student accommodation.

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.

The Role:

Service Coordination

You’ll be a key point of contact between our clients, technicians, and Service Manager.

Your responsibilities will include:

• Scheduling service and maintenance jobs using SimPRO

• Coordinating technicians and managing their daily schedules

• Communicating directly with technicians in the field

• Liaising with clients to schedule works and provide updates

• Managing incoming service requests and ensuring they are followed through

• Managing the day-to-day flow and changing priorities of a busy service department

• Collating, checking and approving technician timesheets

• Ensuring service administration is accurate and up to date

• Supporting the Service Manager with the smooth running of the department

Office & Accounts Administration

You’ll also provide support across the wider business, including:

• Supporting the day-to-day running of the office

• Supporting communication across the wider team

• Helping identify and improve processes as the business continues to grow

• Creating sales invoices through our systems

• Processing accounts payable invoices

• Assisting with general finance administration

About You

We’re looking for someone who is:

• Highly organised – able to manage multiple priorities without losing track of the details

• A great communicator – comfortable dealing with clients, technicians and managers

• Calm under pressure – able to adapt when schedules change and problems come up

• Proactive – you see what needs to be done and get onto it

• Client-focused – you understand the importance of keeping clients informed

• A team player – positive, reliable and willing to help wherever needed

• Most importantly, we’re looking for someone with the right attitude who wants to become an important part of a growing business.

Systems experience

Experience with the following would be highly regarded:

• SimPRO – service management software

• Microsoft Office – particularly Excel and Word

• MYOB AccountRight

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.

Why join us?

We’re a small and growing business, which means your contribution will genuinely matter.

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.

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.

If you’re organised, people-focused and enjoy a busy environment where no two days are the same, we’d love to hear from you.