HVAC Operations Assistant

Job Overview

Our client, a growing HVAC business, is seeking an experienced HVAC Operations Assistant to support its daily administrative and operational functions. This role is an opportunity to become a key part of the business by managing essential workflows, coordinating service operations, maintaining accurate records, and helping establish consistent and efficient processes.

The ideal candidate is more than an administrative support professional. They take ownership of their responsibilities, communicate proactively, follow tasks through to completion, and identify opportunities to improve how the business operates.

You will work closely with management, field technicians, clients, and suppliers to ensure daily operations run smoothly while helping reduce the administrative burden on business management over time.

Schedule: Monday - Friday, 8:00 AM - 5:00 PM Sydney Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities:

Administrative and Financial Operations

• Manage incoming work orders and accurately enter job details into AroFlo and client-specific systems or portals.
• Prepare and process client invoices, reconcile payments in Xero, and manage supplier bills.
• Generate service reports from client systems and attach them to the corresponding AroFlo jobs.
• Maintain accurate, complete, and well-organized job records, financial documentation, reports, and supporting files.
• Monitor outstanding administrative tasks, follow up on pending matters, and ensure deadlines are met.
• Assist management with general administrative duties and operational reporting as required.

Job Management and Service Coordination

• Coordinate job scheduling and dispatch for field technicians using AroFlo.
• Monitor job progress and follow up with technicians, clients, and other relevant parties to ensure work is completed as scheduled.
• Act as a point of contact for client enquiries, providing timely and professional updates via phone and email.
• Identify scheduling conflicts, delays, or outstanding requirements and communicate them promptly to management.
• Proactively schedule and manage recurring maintenance services for private clients using the client register.
• Ensure job information is accurate, current, and accessible to the relevant team members.

Supplier and Compliance Management

• Coordinate supplier relationships, including ordering parts, tracking deliveries, and obtaining supplier pricing, availability, and technical documentation.
• Maintain records of business licences, certifications, and employee training requirements.
• Monitor expiry dates and proactively arrange renewals, updates, and required training.
• Maintain HVAC-specific compliance records and registers, including testing and tagging and bottle storage documentation.
• Ensure relevant compliance documents are properly organised, up to date, and readily accessible when required.

SOP Development and Process Improvement

• Review existing Standard Operating Procedures (SOPs), identify gaps, and recommend improvements where necessary.
• Develop and document new SOPs for recurring administrative and operational tasks to establish consistent processes across the business.
• Maintain clear, accurate, and accessible process documentation to support knowledge sharing and operational continuity.
• Identify opportunities to streamline administrative workflows, improve efficiency, and reduce unnecessary duplication.
• Take initiative in identifying outstanding tasks, following up on unresolved matters, and recommending practical improvements to day-to-day operations.
• Help establish more organised, efficient, and sustainable business processes rather than simply completing tasks as they arise.
• Use appropriate digital tools and AI-assisted solutions to support documentation, process development, and administrative efficiency.

Communication, Reliability, and Accountability

• Maintain consistent attendance and adherence to the agreed working schedule.
• Remain responsive and professional during business hours, ensuring that messages, enquiries, and requests are acknowledged and addressed promptly.
• Communicate proactively with management regarding task progress, priorities, potential issues, and outstanding matters.
• Take ownership of assigned responsibilities and follow tasks through to completion without requiring constant supervision.
• Provide timely updates when tasks are delayed, additional informat…