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Service Coordinator HVAC

2 weeks ago

Melbourne, Victoria, Australia Mechfield FM Full time $60,000 - $80,000 per year

We are seeking a highly organised and proactive Service Coordinator to support service delivery and coordination within a leading HVAC and Facility Maintenance company. This role is essential in ensuring the smooth execution of service jobs, from planning through to completion, while maintaining a strong focus on compliance, safety, and documentation. The successful candidate will work closely with internal teams, subcontractors, and client stakeholders to ensure high-quality service and timely project outcomes.

Key Responsibilities

· Serve as the first point of contact for customers regarding service inquiries, scheduling, and follow-ups, either via phone, email or teams.

· Schedule and dispatch HVAC technicians and subcontractors for maintenance, repairs, and emergency calls.

· Maintain accurate records of service calls, work orders, purchase orders, and customer interactions using service management software programs such as AroFlo, Uptick and 1Breadcrumb.

· Monitor job progress and communicate updates to customers and internal teams.

· Coordinate with suppliers to ensure technicians are equipped with the correct materials and equipment prior to each job.

· Follow up with customers post-service to ensure satisfaction and address any concerns.

· Assist with billing, invoicing, and collecting payments as needed.

· Support the Service Manager and Assistant Service Manager with reports, scheduling efficiencies, and technician productivity tracking.

· Manage multiple service requests simultaneously, while maintaining accuracy and attention to detail in a fast-paced working environment.

· Management of multiple email inboxes and Teams chats.

· Other responsibilities as assigned.

Qualifications

· Previous experience in HVAC, plumbing, fire or a service-based industries preferred.

· Strong customer service and communication skills with a professional, solution-focused approach.

· Proficiency with scheduling and job management software programs such as AroFlo, Uptick and 1Breadcrumb and Microsoft office suite (Outlook, Word, Excel).

· Excellent organisational and problem-solving abilities, with the capacity to multi-task and stay detail-oriented under pressure.

·  Ability to build positive relationships across teams, clients, and subcontractors.

· Basic knowledge of HVAC systems and terminology is an advantage.

· Flexibility and adaptability to respond to changing priorities.