HVAC Scheduling Admin (AO-14076)

This is a remote position.

ABOUT ACCESS OFFSHORING:

We specialise in providing Australian businesses with experience and qualified professionals based in the Philippines. Not only does our team of recruiters have extensive experience in sourcing and recruiting offshore talent, we also help Australian businesses implement best practice when it comes to building an offshore team.

ABOUT THE CLIENT:

Our client is is an Australian HVAC and mechanical services provider delivering end-to-end heating, ventilation, and air conditioning solutions. Since 1987, the company has specialised in commercial, industrial, and residential mechanical systems, including HVAC design, installation, maintenance, Building Management Systems (BMS), mechanical fire safety, and ventilation solutions across New South Wales.

JOB SUMMARY:

We are seeking a highly organized and proactive Administration & Scheduling Coordinator to support the day-to-day operations of our business. This role is responsible for managing schedules, coordinating appointments, handling administrative tasks, and ensuring seamless communication between customers, field staff, and internal teams. The ideal candidate thrives in a fast-paced environment, has exceptional attention to detail, and can confidently manage multiple priorities while maintaining outstanding customer service. 

KEY RESPONSIBILITIES:

• Manage daily scheduling and dispatch of appointments, jobs, or technicians to maximize efficiency and resource utilization.
  

• Coordinate calendars, bookings, meetings, and travel arrangements where required.
  

• Monitor and update scheduling systems to ensure accurate job allocation and timely completion.
  

• Respond to customer inquiries via phone and email, providing professional and timely support.
  

• Process work orders, purchase orders, quotes, and general administrative documentation.
  

• Maintain accurate records, databases, and customer information within CRM or job management systems.
  

• Liaise with internal departments, suppliers, and clients to ensure smooth workflow and communication.
  

• Prepare reports, track job progress, and escalate scheduling conflicts or operational issues when necessary.
  

• Support invoicing, document management, filing, and other office administration duties.
  

• Continuously identify opportunities to improve scheduling processes and administrative efficiency.
  

Requirements

SKILLS & QUALIFICATIONS:

• 2+ years' experience in administration, scheduling, customer service, or operations support.
  

• Proven ability to coordinate multiple schedules while managing competing priorities under tight deadlines.
  

• Exceptional organizational and time management skills with outstanding attention to detail.
  

• Strong problem-solving abilities with the confidence to make scheduling decisions and adjust priorities quickly.
  

• Excellent verbal and written communication skills with a professional and customer-focused approach.
  

• High level of proficiency in Microsoft Office (Excel, Outlook, Word, Teams).
  

• Experience using CRM, ERP, or job management systems such as Simpro, ServiceM8, Jobber, Salesforce, Monday.com, or similar platforms.
  

• Ability to work independently while collaborating effectively with cross-functional teams.
  

• Strong data entry accuracy and administrative processing skills.
  

• Adaptable, proactive, and able to remain calm under pressure in a fast-paced environment.
  

Benefits

• Work from Home Allowance
  
• HMO for you and a dependent
  
• 20 Days Annual Leave AND 5 Days Sick Leave
  
• Government Benefits and 13th Month Pay
  
• Computer Equipment
  
• Opportunities for growth
  
• Competitive Salary​