Office Manager – Mechanical Services / Air Conditioning

Master Trade Services
Carrum Downs, Melbourne VIC
$30 – $40 per hour
Full time – 40 hours/week minimum

Why Join Master Trade Services?

We’re a fast-growing mechanical services and air conditioning company based in Carrum Downs, delivering top-quality work across residential and commercial projects across Melbourne.

We’re looking for someone exceptional to take charge of our office operations. You’ll be the go-to person, making sure every job runs smoothly, every document is handled professionally, and every customer experience is on point.

This role isn’t for someone looking to learn the ropes. It’s for someone who knows how a trade-based office should run — and thrives on keeping everything organised, accurate, and ahead of schedule.

What You Get in Return:

Three weeks guaranteed off over Christmas

A paid day off on your birthday

A long-term, stable position with room to grow

Supportive team and a genuinely great boss (Beau’s known for being a ‘good bugger’)

Beers, BBQs and a workplace where a good sense of humour is essential

🧰 What You’ll Be Doing:

Running day-to-day office operations and supporting the Director

Answering phones, handling enquiries and managing communication across email, socials & CRM

Creating jobs and maintaining job data in ServiceM8

Issuing work orders and purchase orders for subcontractors and major equipment

Coordinating inductions, compliance certificates, VBA, VEU, Solar Victoria admin and builder portal uploads

Preparing SWMS, reports, quotes, formatted documents and other key job-related paperwork

Assisting with marketing activities including social posts, mailing lists, and database updates

Supporting accounts: invoicing, accounts receivable, and payroll via Xero

Organising internal folders, job files (SharePoint) and maintaining high admin standards

Managing virtual assistants if required

Attending team meetings, preparing reports, and supporting project managers

Building an admin manual with Loom videos and step-by-step processes as you go

✅ You Must Have:

Experience in a trades, construction, mechanical services, or air conditioning business

Proven experience with Xero – non-negotiable

2–3+ years’ experience in a similar office manager/admin role

Experience with job scheduling and project coordination

Strong phone manner and written communication skills

A proactive mindset with strong organisational and time management skills

Confidence handling compliance documentation and reporting

Solid Microsoft Office 365 skills (Word, Excel, Outlook)

Ability to prioritise, take initiative, and manage your own workload

Experience with ServiceM8, Procore or other job management systems is highly regarded.

🚫 Please Don’t Apply If:

You’ve never worked in a trade, construction, mechanical or air conditioning business

You don’t have hands-on experience using Xero

You’re not confident answering phones or managing day-to-day admin at a high level

You’re looking to “give it a crack” – this role is for someone ready to lead and own the role

Ready to Take the Lead?

If you meet all the requirements and want to be part of a business that backs you and appreciates what you do – we want to hear from you.

📩 Apply now with your resume and a short cover letter telling us why you’re the perfect fit.
📅 Applications close: Friday, 10 May 2025
📍 Carrum Downs, VIC