Service Coordinator – Instachill Refrigeration & Air Conditioning

The epicenter of the service team — if your phone, calendar & people skills are top tier, read on.

This isn’t a reception desk gig — it’s the heartbeat of daily operations.
We’re looking for someone who thrives in the chaos of calls, techs, and parts orders — turning it into clean schedules, happy clients, and smooth cashflow. If you love people, precision, and keeping plates spinning without dropping them — keep reading.

About You

You’re the one everyone trusts when things get messy. You stay calm, see three moves ahead, and keep jobs moving no matter what gets thrown your way.

You love talking to people and solving problems fast.

Organisation is your superpower — calendars, queues, checklists.

You’ve got the confidence to push back politely, but firmly, when rules need to stick.

You know service scheduling and parts control inside-out.

You’re detail-driven — invoices, photos, SWMS, notes — all complete and on time.

Bottom line: you’re organized, particular, and thrive when the phones are hot.

About Us

We’re Instachill Refrigeration & Air Conditioning, based on the Gold Coast.
We install, service, and maintain refrigeration and air conditioning for clients who rely on us to keep their world cool and compliant. Our crew is tight, our director’s hands-on, and our clients trust us because we do it right.

We’re not just another HVAC company — we’re building something scalable, reliable, and known for world-class service. And that’s why we need you.

About the Role

As Service Coordinator, you’ll be the calm center in the storm:

Run the daily service schedule like a pro — right tech, right job, right time.

Kick off the day with a quick huddle, close it down with a reset for tomorrow.

Order, chase, and control parts — no job sits idle.

Keep queues clean: leave on test, parts on order, awaiting info.

Enforce pre-payment rules and keep cash flowing.

Hand completed jobs to invoicing inside 48 hours — no excuses.

Keep customers in the loop and techs prepped so jobs land first-time-fix.

Who’s This For?

2–4+ years in service coordination, dispatch, or trades scheduling (HVAC/R preferred).

Confident with job systems (ServiceM8 or similar), Xero, and Microsoft 365.

Strong phone manner, professional written comms, and calm under pressure.

Proven ability to own queues and keep workflows moving.

Nice to have: supplier liaison, job-costing, or mentoring junior admin.

Why Here?

Because this isn’t just answering phones.

At Instachill, you’ll:

Step into a critical role that drives the entire service team.

Work side by side with the Ops Manager and Director.

Have direct impact on customer satisfaction and cashflow.

Be backed by a crew who respect sharp systems and clear communication.

How to Apply

We only want detail-driven operators who can follow instructions.

Send us your CV.

Record a short (30-sec) voice memo: tell us what you’d do first if three urgent jobs landed at once. Name the file firstname_crisismemo.mp3. If this is not an option. Please ensure you answer this in your cover letter.

Skip a step and your application won’t be read.