Operations Administrator

About the role Savage Air are seeking a highly organised and proactive Office Administrator to join our HVAC business in Victoria, Australia. The successful candidate will play a critical role in ensuring the smooth operation of our office, supporting our team in delivering high-quality services to residential clients and new build projects. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment. HAVING PRIOR HVAC EXPERIENCE IS A BIG PLUS Key Responsibilities Manage daily office operations, including answering phones, responding to emails, and handling customer inquiries. Ordering Materials For Required Jobs (Purchase Orders) Schedule Works With Clients Prepare Invoices And Liaise With Clients And Team To Ensure They Are Paid Onsite Manage Warranty Claims With Suppliers And Clients Maintain accurate records, including client details, job schedules, and service reports, using Podium (CRM) and Aroflo (job management software) Creating Process's Specific To The Roll Prepare and process invoices for clients. Prepare and process purchase orders for suppliers. Customer Service Act as the first point of contact for clients, providing professional and friendly service. Handle customer inquiries, complaints, and follow-ups to ensure high levels of satisfaction. Coordinate with technicians to provide clients with updates on job progress. Inventory & Supplies Monitor and order office supplies, tools, and materials required for HVAC and plumbing services. Compliance & Documentation Prepare and submit necessary documentation for Veecs work and compliance certificates. Maintain Recycling Certificates Team Coordination Social Event Planning Provide Updates On Teams Chat Skills & Qualifications Proven experience in office administration, preferably in a trade-related business (HVAC, plumbing, construction, etc.). Strong organisational skills with the ability to prioritise tasks and meet deadlines. Proficiency in Microsoft Office (Word, Excel, Outlook) and experience with job management or accounting software (XERO & AROFLO). Excellent verbal and written communication skills for interacting with clients, suppliers, and team members. Ability to work independently and as part of a small, collaborative team. Familiarity with the HVAC and plumbing industry, including terminology and processes. Experience in customer service or client relationship management. Basic bookkeeping or financial administration skills. Knowledge of Victorian business regulations and compliance requirements (desirable). Personal Attributes Professional, approachable, and customer-focused demeanour. High attention to detail and problem-solving skills. Ability to handle sensitive information with confidentiality. Adaptable and able to thrive in a dynamic, small business environment. Working Conditions Office-based role in Pakenham, with occasional travel to job sites or supplier locations if required. Standard business hours 7:30am - 4pm Monday to Friday, with flexibility for occasional after-hours support during peak periods. Opportunity to work in a supportive, family-oriented business with a focus on quality service delivery. What we offer Your role comes with a strong remuneration package made up predominantly of a base salary dependant on the experience you bring. But Also Can Included Bonus When Excelling At Work Job security - long term, ongoing work Be part of a growing business Great potential to grow within the company Work in an industry that never stops Immediate start You will get to be part of an awesome team environment Beers, barbeques, and lots of fun social events – you’ll need a sense of humour About us Savage Air PTY LTD is a leading provider of Heating and Cooling services in Melbourne. With over a decade of experience, we pride ourselves on delivering exceptional customer service and innovative solutions to our clients. Our dedicated team is the backbone of our success, and we are committed to fostering a positive and inclusive workplace culture. If you're an experienced Operations Administrator who is excited to join a dynamic and growing company, we'd love to hear from you. Apply now to take the next step in your career. PS - PLEASE EMAIL ALL RESUMES TO *****@SAVAGEAIR.NET.AU & INCLUDED YOUR FAVOURITE DRINK IN THE SUBJECT SO YOU STAND OUT AND DON'T GET MISSED #J-18808-Ljbffr