Position Title:

Office & Operations Coordinator – Commercial Refrigeration and Air-conditioning services

Location:

Remote (initially)

Transitioning to our industrial warehouse office once established (Sydney)

Employment Type: Full-Time

Salary: $80,000 per annum + super

About the Business

We are a growing air conditioning and refrigeration business servicing Sydney and surrounding areas. As we expand, we are looking for a highly organised, tech-savvy Office & Operations Coordinator to join the team. This is not a basic admin role — we’re after someone who can take ownership of setting up systems and processes, support field operations, and play a key part in the next stage of our business growth.

Key Responsibilities

Set up and manage job management systems (AroFlo) and accounting software (Xero).

Develop and implement office procedures and workflows.

Manage scheduling, job bookings, and daily coordination for multiple technicians.

Handle invoicing, accounts payable/receivable, supplier payments, and reconciliation through Xero.

Maintain client records and CRM database.

Monitor job progress, keep track of quotes, and follow up outstanding invoices.

Provide general administrative support to the director and field staff.

Assist with supplier orders and warehouse stock records.

Contribute to developing business processes as the company grows.

Key Requirements

Experience using AroFlo (preferred) and Xero (essential).

Proven experience in an administrative or office management role (ideally within trade services, construction, or similar industry).

Highly organised and able to manage multiple priorities.

Strong attention to detail and problem-solving skills.

Excellent written and verbal communication skills.

Tech-savvy, quick to learn new software and systems.

Self-motivated, proactive, and comfortable working independently.

Able to work remotely now and from the warehouse office once operational.

Desirable

Experience setting up office systems and improving workflows.

Previous exposure to the air conditioning, refrigeration, or service trades industry.

Benefits

Be part of an ambitious and growing business with strong long-term plans.

Opportunity to take real ownership of the admin function.

Growth and development opportunities as the business scales.

Supportive team environment.

How to Apply:

Please submit your CV and a brief cover letter outlining your experience and suitability for this role to:

📧 [email protected]