Service Dispatch & Operations Administrator (Remote)

About the role

A Sydney-based HVAC business providing residential and commercial air conditioning services is looking for a highly organised Service & Operations Administrator. The role provides day-to-day administrative support and coordinates customer enquiries, quotes, technicians, suppliers and job scheduling. It is 100% remote, full-time and paid AU$2,000 - AU$2,500 per month, reporting to 9:00AM - 6:00PM Australian time.

Key responsibilities

• Monitor incoming customer enquiries and emails and act on them promptly.
• Prepare, organise and send customer quotes, then follow up with customers one to two days later.
• Coordinate and schedule confirmed jobs according to technician availability, job requirements, location and estimated duration.
• Optimise technician schedules and routes to reduce travel time and increase daily utilisation, and allocate extra technicians to larger jobs.
• Communicate with technicians about job requirements, schedules and changes, and confirm bookings with customers.
• Process purchase orders for suppliers and coordinate delivery of equipment and materials.
• Assist with invoices, supplier invoices, receipts and accounts receivable follow-ups.
• Maintain pricing, job and customer information in Excel and other business systems.
• Manage Google Calendar and help set up CRM and job management platforms as new ones are introduced.
• Help manage enquiries from the company's AI receptionist system and handle ad hoc projects and occasional phone calls.

Required profile

• At least 6 years of experience in office administration, operations coordination, scheduling or similar roles supporting Australian businesses.
• Excellent written and spoken English, confident communicating with Australian customers, suppliers and technicians.
• Experience coordinating schedules, appointments, jobs, deliveries or field-based teams.
• Comfortable working Australian business hours and supporting a Sydney-based operation.

Required skills

• Strong Excel skills and proficiency with Xero, Google Calendar and similar business systems.
• Experience with CRM or field service management software.
• Bookkeeping or accounts administration experience is a plus.
• Experience with AI-powered reception or customer enquiry systems is a plus.

What we offer

• Salary of AU$2,000 - AU$2,500 per month.
• Career growth opportunities.
• The chance to work directly with an established Australian business.