[Hiring] Office Administrator @RunRemote

Role Description

We are looking for an Office Administrator for a Sydney-based HVAC business providing residential and commercial air conditioning services. If you have strong administrative skills, excellent English communication, great attention to detail, and the ability to coordinate quotes, job scheduling, suppliers, and customers, keep reading!

• Monitor incoming customer enquiries and emails and ensure they are actioned promptly.
• Prepare, organise and send customer quotes based on information provided by the team.
• Follow up on quotes with customers one to two days after they have been sent.
• Coordinate and schedule confirmed jobs based on technician availability, job requirements, location, and estimated duration.
• Optimise technician schedules and routes to minimise travel time and maximise daily utilisation.
• Coordinate multiple technicians across Sydney, including allocating additional technicians to larger installation jobs where required.
• Communicate directly with technicians regarding job requirements, schedules, and changes.
• Coordinate with customers to confirm bookings, job details, and scheduling.
• Prepare and process purchase orders for suppliers once jobs are confirmed.
• Coordinate with suppliers to ensure required equipment and materials are ordered and delivered on time.
• Assist with invoices, supplier invoices, receipts, and accounts receivable follow-ups.
• Maintain accurate pricing, job, and customer information in Excel and other business systems.
• Manage and update Google Calendar and assist with the company's CRM and job management platforms.
• Help manage customer enquiries and information coming through the company's AI receptionist system.
• Maintain accurate records and ensure administrative tasks are completed in a timely and organised manner.
• Provide general administrative support and assist with ad hoc projects as required.
• Potentially assist with customer and technician phone calls as required.

Qualifications

• At least 6 years of experience in office administration, operations coordination, scheduling, or similar roles, supporting Australian businesses and customers.
• Excellent written and spoken English, with the confidence to communicate professionally with Australian customers, suppliers, and technicians.
• Strong Excel skills and confidence working with spreadsheets, data, and pricing information.
• Proficiency with Xero, Google Calendar, and similar business management systems.
• Experience using CRM or field service management software.
• Exceptional organisation and attention to detail.
• Strong time management skills and the ability to manage multiple priorities throughout the day.
• Experience coordinating schedules, appointments, jobs, deliveries, or field-based teams.
• Strong problem-solving and decision-making skills, particularly when managing schedules and changing priorities.
• Confident communicating with customers, suppliers, and internal team members via email and phone.
• Highly reliable, proactive, and able to work independently once trained.
• Strong computer literacy and the ability to learn new software and systems quickly.
• A trustworthy and honest approach, with a strong sense of accountability.
• Comfortable working Australian business hours and supporting a Sydney-based operation.

Skills that will make you stand out:

• Previous experience working in HVAC, trades, construction, facilities management, or another home services business.
• Experience coordinating with technicians, field service, or job scheduling.
• Basic bookkeeping or accounts administration experience.
• Experience working with AI-powered reception or customer enquiry systems.

Benefits

• Great opportunities for career growth.
• Opportunity to work in an amazing environment.
• Work directly with an established Australian business.