Operations Coordinator(HVAC Industry)

Introduction

On behalf of our client based in the Roodeplaat area, we are seeking a highly organised and experienced Operations Coordinator with a solid background in the HVAC industry.

The successful candidate will assume full responsibility for the daily operational coordination and control of technical service activities across:

• HVAC
• Electrical
• Solar
• Building Maintenance

This role plays a critical function in maintaining structured operations, technician productivity, job tracking accuracy, and continuous operational visibility for Directors.

HVAC industry experience is non-negotiable.

Purpose of the Role

The Operations Coordinator is responsible for ensuring structured, efficient and controlled daily operations.

The core purpose of this role is to:

• Ensure smooth daily operational workflow
• Maintain full visibility and control over all active jobs
• Oversee technician scheduling and activity tracking
• Ensure documentation, job cards and communication remain complete and structured
• Minimise operational delays, confusion and miscommunication
• Provide Directors with accurate, real-time operational oversight

This is a high-accountability coordination and operational control role — not a general administrative position.

1. Job & Technician Coordination (Primary Function)

The Operations Coordinator will maintain full control and tracking of all active service, repair and installation jobs.

Responsibilities include:

• Tracking all active jobs daily
• Monitoring technician schedules and route planning
• Confirming job bookings and site access with clients
• Ensuring technicians receive complete and accurate job information
• Following up on outstanding job cards
• Ensuring completed job cards are returned promptly
• Verifying accuracy and completeness of job documentation
• Ensuring required paperwork is submitted for quoting and invoicing
• Tracking return visits and outstanding works
• Monitoring job progress and completion timelines
• Ensuring no job remains unattended, untracked or delayed without escalation

1. Parts & Job Readiness Coordination

• Confirming parts required for jobs are ordered timeously
• Liaising with stores and stock control
• Tracking outstanding parts and delivery schedules
• Scheduling technicians only once parts are available (where applicable)
• Flagging delays immediately to relevant stakeholders
• Preventing technician downtime and unnecessary return visits

1. Client Coordination & Communication

• Providing structured job updates where required
• Confirming booking dates and access arrangements
• Logging and tracking client complaints or concerns
• Following up on outstanding client matters
• Maintaining professional telephone and email communication
• Escalating sensitive or contractual matters to Directors

1. Internal Operational Coordination

Act as the central coordination point between:

• Directors
• Technicians
• Quoting Department
• Stores / Stock Control
• Finance / Administration

Responsibilities include:

• Maintaining structured interdepartmental communication
• Identifying workflow bottlenecks early
• Escalating genuine operational risks appropriately
• Supporting implementation of operational processes
• Maintaining operational discipline and structured systems

1. Weekly Operations Reporting

Submit a structured weekly operations report to Directors, including:

• Jobs currently in progress
• Outstanding job cards
• Outstanding parts
• Delayed or problematic jobs
• Project status updates
• Client complaints and operational risks
• Cost-saving or efficiency improvement opportunities

• Proven experience within the HVAC industry (Non-negotiable)
• Minimum 3–5 years’ experience in operational coordination
• Strong understanding of HVAC workflows and technician scheduling
• Experience managing job cards and service administration
• Strong organisational and administrative control skills
• Excellent verbal and written communication skills
• Ability to work under pressure in a fast-paced environment
• High attention to detail and accountability
• Computer literate (Excel, email, job management systems)

• Experience within electrical, solar or building maintenance sectors
• Exposure to job management or service tracking systems
• Technical background or trade exposure in HVAC

Application Process