Service Scheduler & Administration Officer

Service Scheduler & Administration Officer – HVAC, Refrigeration & Mechanical Services

MSR Airconditioning & Refrigeration is seeking an organised, proactive, and customer-focused Service Scheduler & Administration Officer to join our team on a 12-month parental leave contract, with flexible hours available for either full-time or part-time employment.

Based in Tingalpa, MSR delivers high-quality HVAC, refrigeration and mechanical solutions across the commercial and industrial sectors. We have built our reputation on technical excellence, reliability, and exceptional customer service.

The Role

This is a varied role responsible for coordinating our technicians, managing customer communication, and supporting the day-to-day administration of our operations.  You will work closely with technicians, customers, suppliers and the wider MSR team to ensure jobs are scheduled efficiently, information is kept up to date and work progresses smoothly.

Key Responsibilities

• Schedule and coordinate technicians, service, and maintenance jobs.

• Coordinate urgent callouts, schedule changes and return visits.

• Communicate with customers to confirm appointments and provide updates.

• Coordinate jobs awaiting parts, approvals, or additional information.

• Liaise with suppliers and assist with parts and purchasing.

• Maintain accurate customer, job and equipment records.

• Review technician job notes and assist with invoicing and job close-out.

• Assist with quotes, quote follow-up, and customer enquiries.

• Support planned maintenance scheduling and customer follow-up.

• Provide general administration and office support.

• Identify opportunities to improve scheduling and administration processes.

About You

You will be organised, reliable and comfortable working in a busy environment where priorities can change quickly.

Ideally, you will have:

• Experience in scheduling, administration, coordination or customer service.

• Strong organisational skills and attention to detail.

• Excellent communication skills and a confident and professional phone manner.

• The ability to manage competing priorities and follow up tasks proactively.

• Good computer skills and confidence using Microsoft Office.

• Experience with scheduling or job-management software, with Simpro Premium highly regarded.

• Previous experience working in a trade-services environment would be an advantage.

• A team player with a positive attitude and a strong commitment to excellent customer service.

If you’re interested in playing an important role in keeping our operations running smoothly, apply now!