Service & Operations Manager
Employment Information
Report this job
Job expired or something wrong with this job?
Job Description
Service and Operations Manager coordinating scheduling, quotes, suppliers, technicians, and customers for an Australian HVAC business. Fully remote from the Philippines during Australian business hours.
Responsibilities:
- Monitor incoming customer enquiries and emails and ensure they are actioned promptly
- Prepare, organise and send customer quotes
- Follow up on quotes one to two days after sending
- Coordinate and schedule confirmed jobs based on technician availability, requirements, location and duration
- Optimise technician schedules and routes
- Coordinate multiple technicians across Sydney, including allocating additional technicians to larger installation jobs
- Communicate with technicians regarding job requirements, schedules and changes
- Confirm bookings, job details and scheduling with customers
- Prepare and process supplier purchase orders
- Coordinate equipment and material orders and deliveries with suppliers
- Assist with invoices, supplier invoices, receipts and accounts receivable follow-ups
- Maintain accurate pricing, job and customer information in Excel and business systems
- Manage and update Google Calendar and assist with CRM and job management platforms
- Help manage customer enquiries through the AI receptionist system
- Maintain accurate records and complete administrative tasks
- Provide general administrative support and assist with ad hoc projects
- Potentially assist with customer and technician phone calls
Requirements:
- At least 6 years of experience in an office administration, operations coordination, scheduling or similar roles, supporting Australian businesses and customers
- Excellent written and spoken English, with confidence communicating professionally with Australian customers, suppliers and technicians
- Strong Excel skills and confidence working with spreadsheets, data and pricing information
- Proficiency with Xero, Google Calendar and similar business management systems
- Experience using CRM or field service management software
- Exceptional organisation and attention to detail
- Strong time management skills and ability to manage multiple priorities
- Experience coordinating schedules, appointments, jobs, deliveries or field-based teams
- Strong problem-solving and decision-making skills
- Confident communication with customers, suppliers and internal team members via email and phone
- Highly reliable, proactive and able to work independently once trained
- Strong computer literacy and ability to learn new software and systems quickly
- Trustworthy and honest approach, with a strong sense of accountability
- Comfortable working Australian business hours and supporting a Sydney-based operation
- Previous experience in HVAC, trades, construction, facilities management or another home services business (standout skill)
- Basic bookkeeping or accounts administration experience (standout skill)
- Experience working with AI-powered reception or customer enquiry systems (standout skill)
Benefits:
- Great opportunities for career growth
- Opportunity to work in an amazing environment
- 100% remote work
- Work directly with an established Australian business
Similar Jobs
Finance and Operations Specialist
Part-time Finance and Operations Specialist managing bookkeeping, billing, and reconciliations for Amazon brands. Supporting financial reporting and process improvements across agency and e-commerce operations.
Corporate Legal Operations Specialist
Legal Operations Specialist managing e-billing, matter management, invoices, and legal spend reporting at S&P Global. Supporting law firms, Finance, Procurement, and legal technology initiatives.
Head of Operations
Head of Operations scaling THE/STUDIO’s global custom manufacturing platform. Optimizing factories, customer experience, AI-enabled workflows, and distributed teams.
Manufacturing Operations Reviewer
Manufacturing professionals auditing AI-generated work products for Mercor, which trains frontier AI models with human expertise. Reviewing task realism, technical accuracy, grading, and practitioner usability.
Senior Demand Operations Technology Administrator
Senior administrator managing Hyland’s marketing automation and Demand Operations platforms. Optimizing Marketo, Salesforce, Salesloft and AI workflows for scalable marketing operations.
Head of Strategy – Operations
Head of Strategy & Operations running Latitude’s payments fintech operating cadence, teams, and executive workstreams. Driving analysis and execution directly with the CEO.
Manager, Study Operations – Training and Development
Training and development manager preparing clinical research staff for cancer trial site launches. Building onboarding, competency, and operational-readiness programs for START’s oncology research network.
PX Operations Analyst
PX Operations Analyst managing HR transactions, employee records, audits, and service requests. Supporting PowerSchool’s cloud-based K-12 education software workforce operations.
PX Operations Analyst
PX Operations Analyst processing employee data, HR transactions, and service requests at PowerSchool, a cloud-based K-12 education software company. Supporting audits, onboarding, process improvements, and compliance materials.
Operations Associate
Operations Associate improving finance, recruiting, and internal systems for Nen Creative, a creative studio helping tech startups launch bold brands and ideas.
Manager, Operations
Operations Manager improving performance, quality, and growth across Vituity’s healthcare practices. Leading process improvement, budgeting, staffing, and operational initiatives nationwide.
Cook – Maritime Operations
Part-time Cook supporting F3EA maritime vessel food service and galley operations. Preparing meals, managing galley safety, inventories, sanitation, and emergency readiness.
Third Officer – Maritime Operations
Third Officer supporting F3EA’s mission-focused maritime vessel operations. Standing watches, maintaining navigation systems, and ensuring shipboard safety and readiness.
Material Process Manager – Field Operations
Material Process Manager improving receiving, staging, inventory, and installation readiness for DEPCOM Power’s utility-scale solar projects. Driving standardized logistics processes across active construction sites.
Manufacturing Operations Reviewer
Manufacturing professionals auditing AI-generated work products for Mercor. Reviewing realism, technical accuracy, grading defensibility, and practitioner usability for frontier-model training.
Software Quality Operations Specialist
Software Quality Operations Specialist improving Waymo’s autonomous driving safety through ML and Gen-AI tools. Developing quality controls, triage strategies, and operational SOPs for scalable autonomous vehicle deployment.
Learning Operations Assistant
Assistente de Learning Operations apoiando programas de desenvolvimento e educação corporativa da Gestão Inovada. Gerenciando plataformas, conteúdos, participantes, indicadores e suporte operacional aos clientes.
Director, Capital Markets Operations
Director leading HECM capital markets, securitizations, loan sales, and remediation. Supporting Onity Group’s mortgage servicing and origination solutions while managing investor and regulatory requirements.
CRM, Operations Analyst
CRM and Operations Analyst managing Zoho CRM, sales reporting, and deal processes. Supporting brightfin’s AI-powered IT financial management platform as sales operations scales.
Fraud Operations Manager
Fraud Operations Manager building Polymarket’s fraud operations for the world’s largest prediction market platform. Managing analysts, BPO partners, workflows, SLAs, and fraud investigations.