Pretoria: Operations Coordinator(HVAC Industry) posted by Qetello

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.

Duties & Responsibilities

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

2. 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

3. 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

4. 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

5. 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

Minimum Requirements

• Proven experience within the HVAC industry (Non-negotiable)
• Minimum 35 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)

Advantageous

• 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

If you meet the above requirements and believe you are suitable for this role, please apply by submitting your CV to .za with the subject line: Operations Coordinator HVAC.

If you do not receive feedback within 14 days, please consider your application unsuccessful.