Admin Assistant & Operations (HVAC Service & Maintenance)

Position Title: Admin Assistant & Operations (HVAC Service & Maintenance)
Schedule: Monday – Friday, 9:00 am - 5:30 pm VIC, AU Time or 6:00 AM – 2:30 PM PH Time
Holiday to follow: VIC, AU Holidays
Workdays: Mon - Fri
Work Set-up: Work From Home
Work Details: Full-time
Position purpose
The Administration Assistant provides day-to-day administrative support to the Airkorp operations and accounts teams. The role is responsible for keeping job, invoice and asset records accurate and up to date across AroFlo, PMA and Xero, moving approvals through to Management without delay, and staying on top of subcontractor follow-up and the shared inboxes. The position works remotely as part of the wider Airkorp team and is expected to be available and contactable during Melbourne business hours.
Key Responsibilities
Accounts Payable & Invoice Processing
· Process supplier invoices in AroFlo.
· Match invoices against work orders (WO), purchase orders (PO), and approved values.
· Follow up with managers and approvers regarding outstanding invoice approvals.
· Reallocate invoices to the correct approver where required.
· Verify invoice pricing against contract values and agreed rates.
· Coordinate invoice integration to Xero for payment processing.
· Maintain invoice and statement folders, ensuring completed items are correctly flagged and archived.
Inbox & Administrative Management
· Monitor and manage shared inboxes.
· Identify emails requiring action and allocate them to the correct team member.
· Maintain folder structures and ensure emails are marked complete once actioned.
· Respond to supplier and internal enquiries.
· Escalate urgent items and approval requests.
Work Order Administration
· Raise work orders for subcontractors and service providers.
· Update work orders with correct pricing and task information.
· Monitor work order status and follow up on outstanding actions.
· Ensure task notes and job records are accurately maintained.
Scheduling & Calendar Coordination
· Monitor calendars, task due dates, and upcoming maintenance obligations.
· Coordinate scheduling of subcontractor maintenance visits and service call-outs.
· Track scheduled works against contract frequencies and flag anything at risk of falling overdue.
· Confirm attendance dates with subcontractors and update job records accordingly.
· Escalate scheduling conflicts and access issues to the Operations Manager.
Subcontractor Coordination
· Issue work orders to subcontractors.
· Complete subcontractor onboarding and setup.
· Collect and maintain subcontractor compliance documentation.
· Follow up on subcontractor certifications, licences, and insurance requirements.
Asset Management
· Maintain HVAC asset registers and records in AroFlo.
· Archive obsolete assets and update asset information.
Service Report & Maintenance Administration
· Liaise with subcontractors regarding outstanding maintenance activities and service report submissions.
· Ensure subcontractor quotations and reports reference the correct asset details.
· Assist with the verification and correction of asset data across systems.
· Follow up on outstanding service reports with subcontractors.
· Ensure reports are received, recorded, and attached to jobs.
· Match service reports to completed work orders.
· Support maintenance scheduling records and compliance requirements.
Pricing & Contract Administration
· Maintain subcontractor pricing schedules.
· Update PMA, task notes, and service pricing records.
· Verify contract values and service charges.
· Assist with maintenance contract renewals and supplier agreements.
Systems Administration
· Maintain data integrity across AroFlo, PMA, and Xero.
· Update customer, supplier, and asset records.
· Support document management and workflow processes.
· Assist users with system information and record maintenance.
Skills & Experience
Essential
· A trade or construction industry background, with previous experience working within a trades, construction, building services, or facilities management business.
· Fluent spoken, written, and conversational English. This is a mandatory requirement, as the role deals directly with managers, suppliers, and subcontractors by email and phone.
· Previous experience in an administration, accounts, or scheduling support role.
· Confident using Microsoft Outlook, Excel, and Word, with the ability to quickly learn job management and accounting systems.
· High attention to detail and accuracy, particularly with pricing, job references, and data entry.
· Comfortable following up on approvals and outstanding documentation politely and persistently.
· Well organised, able to manage competing priorities, and capable of working to deadlines with minimal supervision.
· Reliable internet connection and a suitable home office setup.
Desirable
· Previous experience using AroFlo or a comparable job management system.
· A working understanding of HVAC and air conditioning systems, equipment, and terminology.
· Exposure to subcontractor compliance, maintenance scheduling, or contract administration.
Perks & Benefits:
· Company-provided desktop/laptop with back-up internet.
· HMO from day one.
· 15 Vacation + 5 Sick Leaves.
· Annual performance reviews.
· Employee loan facilities.
· Fun company events with prizes and recognition.
Join Us & Earn a ₱10,000 Sign-On Bonus!
In addition to competitive compensation and career growth opportunities, new hires may qualify for a ₱10,000 sign-on bonus after meeting employment requirements.

Work arrangement
Yes