Administrative Officer

Independent Air Flow Services (IAFS) is seeking a dedicated, organised and proactive Administrative Officer to join our team on a full-time basis.

This is an excellent opportunity to become a key member of our administrative function, providing essential support to ensure the smooth and efficient operation of our business.

Based in the North West & Hills District area of Sydney, NSW, this role plays an important part in supporting our technicians, office team and clients. You will be responsible for managing a diverse range of administrative tasks, ensuring all documentation activities and processes are completed accurately and on time.

The successful candidate will be highly organised, reliable and comfortable working in a fast-paced environment where priorities can change throughout the day.

• Managing day-to-day administrative tasks, including scheduling, filing, record management and general office coordination.

• Coordinating and supporting technicians while they are working on the road, ensuring they have the information, documentation and support required to complete their work efficiently.

• Monitoring technician jobs and ensuring all required paperwork, checklists and service documentation are completed accurately and on time.

• Reviewing completed technician checklists, ensuring they are complete and accurate, and sending relevant documentation to clients following completion of works.

• Ensuring all technician paperwork, photographs, checklists and supporting documentation are uploaded correctly so office staff can complete reports, certificates, invoicing and other required administration.

• Following up outstanding paperwork and documentation with technicians to ensure jobs are closed out promptly and accurately.

• Maintaining oversight of company equipment calibration requirements, ensuring all equipment is calibrated annually as required and monitoring calibration due dates.

• Coordinating calibration bookings and following up calibration certificates and records to ensure equipment registers remain current.

• Taking incoming phone calls and responding to client, technician, staff and external stakeholder enquiries in a professional and timely manner.

• Providing support to multiple departments and ensuring effective communication across the organisation.

• Processing documentation and correspondence while maintaining accurate administrative records.

• Assisting with scheduling technicians, client bookings and day-to-day job coordination.

• Managing office supplies and arranging orders as required.

• Responding to enquiries from clients, staff and external stakeholders and directing matters to the appropriate team member when required.

• Assisting with data entry and maintaining databases, filing systems and electronic records.

• Supporting the coordination of administrative procedures and ensuring compliance with company policies and processes.

• Providing general office support to ensure the office operates efficiently.

• Assisting with job tracking, follow-ups and communication between technicians, clients and office staff to ensure work is completed and documented from start to finish.

• Maintaining a high level of communication with technicians to ensure they are kept informed of scheduling, client requirements and outstanding administration.

• Assisting with general office duties and other administrative tasks as required.

• Proven experience working in an administrative, coordination or office support role.

• Exceptional organisational and time management skills, with the ability to manage multiple priorities and deadlines.

• Strong written and verbal communication skills.

• Excellent attention to detail and accuracy.

• Proficiency in Microsoft Office Suite, including Word, Excel and Outlook.

• Strong computer skills and the ability to learn new systems and software quickly.

• Ability to confidently communicate with technicians, clients, suppliers and internal staff.

• Professional telephone manner and strong customer service skills.

• Ability to work independently and as part of a team.

• A proactive approach with the ability to identify tasks that need to be completed without constant supervision.

• Reliability and punctuality, with a positive and professional attitude.

• Ability to follow established processes while also using initiative when required.

• Flexibility and adaptability in a dynamic and busy work environment.

• Previous experience coordinating field technicians, trades or service-based teams would be highly regarded.

• Full-time position within an established and growing Australian company.

• A supportive and professional working environment.

• Varied responsibilities with the opportunity to become an integral part of the IAFS team.

• Monday to Friday, office-based position.

• Opportunity to develop and grow with the business.

What we offer

We are committed to creating a workplace culture that values our employees and supports their professional development. We offer competitive remuneration and a supportive team environment where your contributions are recognised and valued. This is a full-time role offering stability and the opportunity to develop your career with an established and growing organisation. We believe in fostering a collaborative workplace where employees are encouraged to develop their skills and progress within the company.

About us

Independent Air Flow Services is a dedicated provider of airflow solutions in Sydney. We pride ourselves on delivering high-quality service and building strong relationships with our clients. Our team is committed to excellence and we maintain a professional, supportive and collaborative working environment. We value integrity, reliability and customer satisfaction, and these principles guide everything we do.

Ready to apply?

If you believe you have the skills and experience required for this Administrative Officer role, we would like to hear from you. Please submit your resume and a cover letter outlining your relevant experience. Apply now to join the Independent Air Flow Services team.