WFH HVAC Operations Assistant

Job Overview

Are you a highly organised and proactive administrative professional looking to make a significant impact in a rapidly growing HVAC business? Our client is seeking a dedicated Virtual Operations Assistant to become the backbone of administrative and operational efficiency. In this pivotal role, you'll free up management time, streamline critical workflows, and ensure commercial and residential clients receive seamless service.

Schedule

Monday - Friday, 8:00 AM - 5:00 PM Sydney time, with 1 hour unpaid/paid break (40 work hours per week)

Responsibilities

• Systematically manage incoming work orders, accurately entering them into AroFlo and client-specific systems or portals.
• Handle all aspects of financial administration, including client invoicing, payment reconciliation in Xero, and processing supplier bills.
• Generate service reports from client systems and attach them to corresponding AroFlo jobs.
• Coordinate job scheduling and dispatch for field technicians using AroFlo.
• Act as the primary point of contact for client enquiries and provide progress updates via phone and email.
• Proactively manage supplier relationships, including ordering parts, tracking deliveries, and obtaining supplier pricing, availability and relevant technical documentation.
• Manage and track all business licences, certifications, and employee training dates, scheduling renewals as needed.
• Maintain HVAC-specific compliance records and registers (e.g., testing, tagging, bottle storage).
• Proactively schedule and manage recurring maintenance services for private clients from the client register.
• Document existing administrative workflows and create comprehensive Standard Operating Procedures (SOPs) for all recurring tasks.

Requirements

• Proven experience in administrative support or operations coordination, preferably within a trade or service-based industry.
• Proficiency with CRM/job management software (e.g., AroFlo), accounting software (e.g., Xero), and Microsoft-based applications.
• Comfortable using AI tools for process creation and efficiency (e.g., ChatGPT).
• Proactive problem-solver with a willingness to learn and adapt to new systems and processes.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.