HVAC Service Administration & Invoicing Specialist

You will work closely with our Australian administration team and field service technicians to assist with the day-to-day processing, invoicing and finalisation of completed HVAC service and repair jobs.

Your primary responsibility will be to ensure completed service jobs are accurately reviewed, processed, invoiced and closed out in our job management system.

We are looking for someone who understands how HVAC service businesses operate, can interpret technician job notes and has the technical awareness to recognise when information is missing, incorrect or requires further clarification.

The ideal candidate will be confident working independently, following established procedures and communicating with our Australian team.

Key Responsibilities

1. Service & Repair Job Invoicing

Review completed HVAC service, maintenance and repair jobs.

Prepare and process invoices using our job management software.

Check technician labour, materials, parts and service charges against approved pricing structures.

Apply established service rates, fixed-price repairs and customer-specific pricing.

Ensure invoices accurately reflect the work completed.

Finalise and close straightforward service and repair jobs.

Identify incomplete jobs, discrepancies or additional works requiring attention.

Escalate complex repairs, technical queries and non-standard invoicing to the appropriate team member.

2. HVAC Technical Administration

Read, interpret and understand HVAC technician service reports and job notes.

Recognise common HVAC components, faults, repairs and maintenance activities.

Understand basic air-conditioning and refrigeration terminology.

Differentiate between servicing, fault diagnosis, repairs, maintenance and installation works.

Identify when technician notes indicate additional repair recommendations or follow-up works.

Review job photographs, equipment details and supporting documentation.

Communicate with technicians or administration staff when clarification is required.

3. Job Management & Administration

Maintain accurate job records within our service management platform.

Ensure completed jobs have the appropriate notes, photographs, materials and supporting documentation.

Update job statuses and close completed work orders.

Assist with maintenance reporting and administrative follow-ups.

Identify jobs awaiting information or approval.

Maintain accurate records and ensure timely invoicing.

Support the administration team with general service-related tasks.

4. Future Responsibilities & Development

As you become familiar with our systems and processes, there will be opportunities to expand your responsibilities into:

Preparing straightforward HVAC repair quotations.

Assisting with maintenance contract administration.

Preparing preventative maintenance reports.

Warranty administration and documentation.

Supplier invoice and purchase order reconciliation.

Identifying additional works recommended by technicians.

Supporting the commercial HVAC service department.

Assisting with workflow improvements and administrative efficiencies.

Essential Experience & Requirements

Previous experience within an HVAC or Australian trades service business is strongly preferred.

Successful candidates should demonstrate:

Previous experience working for an HVAC, air-conditioning, refrigeration, plumbing, electrical or mechanical services contractor.

Experience with field service management software such as Ascora, Simpro, AroFlo or ServiceM8.

Proven experience preparing service and repair invoices from technician job notes.

A solid understanding of HVAC terminology, equipment, components and basic repair processes.

Ability to interpret technical job descriptions and service reports.

Familiarity with Australian trade service workflows and invoicing practices.

Strong written and spoken English.

Excellent attention to detail and accuracy.

Confidence using Microsoft Excel, Outlook and other business software.

Ability to work independently while maintaining clear communication with the team.

A reliable internet connection and professional remote working environment.

Highly Desirable

Direct experience using Ascora.

Previous employment with an Australian HVAC service contractor.

Experience with commercial HVAC preventative maintenance.

Familiarity with split systems, ducted systems, evaporative cooling, refrigeration and commercial air-conditioning.

Experience with fixed-price repair schedules and service callout pricing.

Experience preparing HVAC repair quotations.

Understanding of Australian GST and service invoicing practices.

Experience working with Australian property managers and commercial maintenance clients.

What We're Looking For

Technical knowledge is important, but attitude and reliability are equally valuable.

We want someone who:

Takes ownership of their work and follows tasks through to completion.

Is proactive rather than waiting to be told what to do.

Is comfortable asking questions when something doesn't look right.

Has exceptional attention to detail.

Communicates clearly and consistently.

Takes pride in accurate, high-quality work.

Is organised and capable of managing multiple jobs.

Enjoys improving processes and finding better ways of working.

Wants to become a valued, long-term member of a growing Australian company.

What We Offer

Stable, full-time remote opportunity.

Long-term career development with an established Australian HVAC company.

Supportive and approachable Australian management team.

Structured onboarding and training.

Opportunity to expand into more advanced HVAC administration and quoting responsibilities.

A positive, team-focused workplace culture.

Competitive remuneration based on experience and technical knowledge.

At WestOz Trades, we believe in looking after our people, working together and creating an environment where everyone feels valued.