HVAC Technical Operations Coordinator – Reports, Quotes, Parts & Technician Support

Job Title

HVAC Technical Operations Coordinator – Remote Role for Australian Air Conditioning Company

Employment Type

Full-time remote role
Australian business hours required
Long-term position for the right person

Company Overview

KleenAir is a growing South East Queensland air conditioning, HVAC hygiene, servicing, repairs, maintenance and installation company. We work with homeowners, tenants, property managers, real estate agencies, commercial clients, hospitality businesses and facilities managers across Brisbane, Ipswich, Logan, Gold Coast, Sunshine Coast, Toowoomba and surrounding areas.

We are looking for a technically minded HVAC operations person who can support our field technicians, office team and customers by preparing professional reports, diagnosis summaries, quotes, proposals, supplier orders, parts sourcing, technician follow-ups and job completion checks.

This is not a basic virtual assistant role. We need someone with real HVAC, air conditioning or refrigeration knowledge who understands how service jobs operate, how technicians work in the field, how parts and equipment are sourced, and how to communicate technical information clearly.

About the Role

You will be a key support person between our technicians, office team, suppliers and customers.

Your role will include preparing detailed service reports, fault diagnosis reports, quotes and proposals based on technician notes, photos and findings. You will also assist with supplier calls, system orders, replacement parts sourcing, delivery coordination, stock pick-up arrangements, technician job completion checks, time logs, vehicle fleet monitoring and general technical operations support.

You must be comfortable understanding air conditioning systems, technical faults, technician notes, supplier information, parts availability, installation requirements and customer-facing recommendations.

We need someone organised, accurate, reliable and technically capable.

Key Responsibilities
1. Service Reports, Diagnosis Reports & Proposals

Prepare professional service reports based on technician notes, job photos, videos and field findings.

Prepare detailed fault diagnosis reports for split systems, ducted systems and commercial air conditioning equipment.

Write clear recommendations for repairs, maintenance, replacements or further investigation.

Prepare customer quotes for air conditioning cleaning, servicing, repairs, parts replacement and installation-related work.

Prepare proposals for property managers, real estate agencies, commercial clients, hospitality clients and facilities managers.

Review technician photos and identify what should be included in reports.

Convert rough technician notes into polished, professional and easy-to-understand language.

Prepare before-and-after summaries for HVAC hygiene jobs.

Prepare replacement recommendations where repairs are uneconomical due to system age, parts availability or repair cost.

Ensure reports are technically accurate, well-structured and suitable for homeowners, landlords, property managers and commercial clients.

2. Supplier Communication & Parts Sourcing

Call and email suppliers to check stock availability, pricing and lead times.

Source replacement parts for air conditioning and HVAC repair jobs.

Identify and request pricing for components such as PCBs, fan motors, compressors, capacitors, sensors, thermistors, drain pumps, zone motors, dampers, filters and other HVAC parts.

Assist with organising air conditioning system orders for installations and replacements.

Arrange supplier deliveries to job sites, office, warehouse or technician pick-up locations.

Coordinate stock pick-ups and make sure technicians know where and when parts or systems are available.

Follow up suppliers when pricing, parts confirmations or delivery updates are delayed.

Keep the office team updated on parts availability, delays and expected delivery times.

Maintain clear records of supplier pricing, purchase details, expected delivery dates and job allocation.

3. Technician Job Coordination & Quality Follow-Up

Monitor scheduled jobs and check that technicians are completing work as per the job scope.

Review job notes, photos and completion details to ensure work has been properly documented.

Follow up technicians when information is missing, unclear or incomplete.

Check whether required photos have been uploaded before reports are prepared.

Help ensure technicians are completing jobs to company quality standards.

Assist the office team in identifying jobs that need follow-up, return visits, quoting or escalation.

Help make sure customers and property managers receive accurate updates after technical jobs.

Support technicians with job details, supplier information, parts updates and documentation requirements.

4. Time Logs, Job Tracking & Fleet Monitoring

Maintain technician time logs based on job schedules, field updates and vehicle tracking information.

Check technician start times, finish times, travel time and job completion times where required.

Assist with monitoring technician productivity and daily job progress.

Review vehicle fleet movements where required to support time log accuracy and job tracking.

Identify delays, gaps or inconsistencies between scheduled works, technician updates and actual job progress.

Help the management team understand technician workload, daily output and job completion status.

Support scheduling improvements by identifying where jobs are taking longer than expected or where routing/logistics can be improved.

5. General Operations Support

Work closely with the office team, technicians and management to keep jobs moving smoothly.

Help keep job records, reports, quotes and supplier updates organised.

Assist with internal process improvement around technical reporting, quoting, stock control and technician coordination.

Follow company templates, wording, quality standards and reporting processes.

Ask clear questions when technician notes or supplier details are incomplete.

Help maintain consistency across reports, quotes, proposals and customer communication.

Required Experience

Strong background in HVAC, air conditioning, refrigeration, mechanical services, building services or HVAC operations.

Previous experience as an HVAC technician, refrigeration technician, HVAC service coordinator, HVAC admin support, dispatcher, estimator, technical report writer, maintenance coordinator, parts coordinator or similar.

Strong understanding of split systems and ducted air conditioning systems.

Ability to understand common AC faults and explain them professionally.

Ability to read technician notes and photos and turn them into clear customer-facing reports.

Experience dealing with suppliers, checking parts availability or coordinating equipment orders.

Strong written and spoken English.

High attention to detail.

Ability to work independently without needing constant supervision.

Good computer skills and ability to work with online systems, cloud documents, CRM software, job management tools and spreadsheets.

Reliable internet connection and quiet working environment.

Highly Valued Skills

Experience working with an Australian, New Zealand, UK, US or similar HVAC company.

Knowledge of Australian air conditioning terminology, supplier processes and customer expectations.

Experience preparing quotes, diagnosis reports, maintenance reports, repair proposals or insurance-style reports.

Experience coordinating technicians, job schedules, parts, stock, deliveries or supplier orders.

Understanding of property management workflows.

Knowledge of HVAC hygiene, mould contamination, coil cleaning, ducted systems, air movement and indoor air quality.

Ability to use AI tools carefully to improve writing while still applying real HVAC knowledge.

Experience with ServiceM8, Simpro, Tradify, Fergus, FieldPulse, Jobber, ServiceTitan, ---------- , CRMs, Google Workspace or similar systems.

Technical Knowledge We Are Looking For

You should be comfortable understanding and writing about:

Split system indoor and outdoor units
Ducted air conditioning systems
Evaporator coils and condenser coils
Blocked drains and drain pumps
Refrigerant leaks and pressure-related concerns
Compressor faults
Outdoor PCB faults
Indoor PCB faults
Fan motor faults
Thermistors and sensors
Capacitors
Zone motors and dampers
Airflow issues
Dirty filters and poor maintenance
Mould and microbial contamination inside AC systems
Condensation leaks
System age and replacement recommendations
Parts availability and repair feasibility
Electrical isolation and safety considerations
Preventative maintenance recommendations
Repair versus replacement recommendations

You do not need to physically diagnose systems yourself, but you must understand enough HVAC terminology and service logic to support the field team properly.

Who This Role Is Not For

Please do not apply if you are only a general virtual assistant with no HVAC, air conditioning, refrigeration or mechanical services experience.

Please do not apply if you cannot understand technical job notes.

Please do not apply if you are uncomfortable calling suppliers or following up technicians.

Please do not apply if you rely only on AI to write technical reports without understanding the HVAC issue.

Please do not apply if you need to be told every small step throughout the day.

We need someone who is technically capable, organised, reliable, detail-focused and able to think.

Working Style

Remote work from home.

You will be working with an Australian company, so strong communication and reliability are essential.

Australian business hours are required.

You must be comfortable making phone calls to suppliers when required.

You must be comfortable asking technicians clear questions when information is missing.

You must be able to follow company templates, reporting standards and tone of voice.

You must be able to prepare reports and quotes that sound professional, trustworthy and technically sound.

You must care about accuracy. These reports and quotes are sent to real customers, property managers, landlords and commercial clients.

Example Tasks

Prepare a diagnosis report from technician notes and photos.

Prepare a repair quote after a technician identifies a suspected faulty fan motor, PCB, sensor, drain issue or compressor-related concern.

Call a supplier to check price and availability for a replacement PCB or fan motor.

Arrange delivery or pick-up of a new air conditioning system for an installation job.

Follow up a technician because job photos or fault notes are incomplete.

Check whether a technician completed all scheduled works for the day.

Review vehicle tracking and job times to help maintain technician time logs.

Prepare a recommendation explaining why an older system may not be economical to repair.

Prepare a ducted system maintenance proposal for a property manager.

Prepare a split AC hygiene report showing contamination, cleaning work completed and future maintenance recommendations.

Prepare a commercial client proposal for scheduled maintenance or hygiene works.

Update the office team about supplier delays, parts availability or technician job progress.

Personal Qualities We Want

Technically minded
Excellent written and spoken English
Confident calling suppliers
Organised and structured
Honest and reliable
Fast learner
Strong attention to detail
Self-motivated
Calm under pressure
Able to work with minimal supervision
Good at following up people politely but firmly
Proud of producing high-quality work
Comfortable working in a growing business where systems continue to improve

Training

We will provide training on our company templates, service categories, reporting style, quote structure, supplier processes, technician workflows and internal systems.

However, we are specifically looking for someone who already has real HVAC, air conditioning, refrigeration or mechanical services knowledge. We can train you on our systems, but we cannot train a complete beginner from scratch for this role.

Compensation

Competitive monthly salary based on experience, HVAC knowledge, English quality, supplier coordination ability and overall operations experience.

There is long-term growth potential for the right person as our company expands into more HVAC services, commercial maintenance, property management work, mould remediation, restoration and technical proposal work.

How to Apply

Please send your application with the following:

Your HVAC, air conditioning, refrigeration or mechanical services experience.
Your experience preparing reports, quotes, proposals or technical documentation.
Your experience calling suppliers, sourcing parts, arranging deliveries or coordinating technicians.
The types of AC systems you understand best.
Your expected monthly salary in PHP.
Your internet speed and available working hours.
Your experience with job management systems, CRMs, Google Workspace or spreadsheets.
A short explanation of why you would be suitable for this role.

Applications that do not mention HVAC, air conditioning, refrigeration, supplier coordination or technical operations experience will not be prioritised.

Screening Questions

Please answer these questions in your application:

What is your experience with HVAC, air conditioning or refrigeration?
Have you worked with an Australian, New Zealand, UK, US or similar trade/service company before?
What is the difference between a split system and a ducted air conditioning system?
What are common reasons an AC system may leak water indoors?
What does a PCB do in an air conditioning system?
What parts would you commonly need to source for an AC repair job?
Have you called suppliers before to check parts, pricing or stock availability?
Have you coordinated technicians, job schedules, deliveries or stock pick-ups before?
Are you comfortable following up technicians if job notes or photos are incomplete?
Are you comfortable maintaining technician time logs and checking job progress?
If a system is old and repair parts are expensive or hard to source, how would you explain the repair-versus-replacement recommendation to a customer?
Have you prepared service reports, diagnosis reports, maintenance proposals or repair quotes before?
Are you available to work during Australian business hours?
Trial Task

Shortlisted applicants may be given a small test task where we provide sample technician notes, job photos and supplier information. You may be asked to prepare a short HVAC diagnosis report, quote recommendation and supplier follow-up summary.

We are looking for someone long-term who can become a key technical operations support person in our business.