Allen Air & Refrigeration is growing and entering an exciting new phase, merging with Essential Aircor Services to strengthen our service offering and expand our operations.
We are a well-established WA mechanical services company delivering maintenance, breakdown, and installation solutions across commercial, industrial and residential sectors.
We are known for our high standards, strong team culture, and ability to deliver under pressure. Our clients rely on us to be responsive, organised and professional—and that starts with our administration team.
This is a key coordination role within the business, responsible for scheduling technicians, managing job flow, and supporting service operations from start to finish.
You will work closely with the Senior Administrator and Service Managers to ensure jobs are planned efficiently, clients are communicated with clearly, and technicians are set up for success each day.
This role suits someone who thrives in a fast-paced environment, enjoys variety, and can stay organised and professional under pressure.
Key Responsibilities
* Maintain a well-structured schedule that reduces downtime, maximises efficiency, and supports operational flow
* Coordinate all scheduling changes with the Service Manager to ensure alignment
* Answer incoming calls and manage customer enquiries professionally
* Act as a key point of communication between clients, technicians, and management
* Receive client job requests and purchase orders, create jobs, and schedule accordingly
* Identify and escalate technical queries, job concerns, and quoting requirements to the Service Manager
* Convert approved quotes into jobs and coordinate parts ordering
* Receive and allocate incoming parts to jobs, ensuring readiness before scheduling
* Maintain accurate asset registers
* Support general administrative and compliance functions
* Support management with process improvement and projects as required.