Maintenance Administration & Scheduling Assistant in Auckland at Horizon Energy Group

At CoolLogic we're not just about refrigeration; we're about delivering smart, reliable cooling solutions that keep New Zealand's industries moving. From commercial chillers to industrial refrigeration systems, our team designs, installs, and maintains systems that our clients and customers can count on. With a presence across Auckland, Bay of Plenty, Tasman, Christchurch, and Dunedin, we're proud to be a trusted name in the refrigeration game. As part of the Horizon Energy Group, we combine local expertise with the backing of a national network.

We are looking for an organised Administration & Scheduling Assistant to support our maintenance team with daily scheduling, job planning, internal coordination, system updates, and general administration.

This role is not customer-facing. The main focus is assisting the service and maintenance team to keep work organised, technicians scheduled, paperwork completed, and maintenance tasks tracked accurately.

The role will also include assisting with the integration and ongoing use of Oracle or similar business systems to improve job tracking, maintenance records, reporting, purchasing, and administration processes.

Key Responsibilities

• Assist with daily scheduling of maintenance and service work.
• Help allocate jobs to technicians based on availability, location, and priority.
• Update internal calendars, job sheets, and scheduling systems.
• Track planned maintenance visits and ensure they are entered correctly.
• Monitor upcoming maintenance due dates.
• Assist with preparing job packs, site information, and technician notes.
• Follow up internally on completed jobs, photos, reports, and paperwork.
• Enter job details, labour hours, parts used, and service notes into the system.
• Assist with creating and updating maintenance records.
• Help maintain accurate equipment lists, site files, and service history.
• Assist with Oracle integration, data entry, system updates, and process improvements.
• Ensure maintenance, job, asset, and purchasing information is accurately captured in Oracle where required.
• Help identify gaps between current job management processes and Oracle system requirements.
• Assist with purchase orders, parts tracking, supplier information, and internal job costing.
• Support the Service Manager with daily administration tasks.
• Help identify overdue jobs, missing paperwork, and incomplete maintenance records.
• Coordinate internally with technicians, supervisors, and management.

Skills & Experience

• Previous administration or scheduling experience preferred.
• Experience using Oracle, ERP systems, job management software, or similar systems would be an advantage.
• Experience in a trades, refrigeration, HVAC, maintenance, or service business would be beneficial.
• Good computer skills, including email, spreadsheets, scheduling systems, and data entry.
• Strong attention to detail.
• Able to manage multiple tasks and changing priorities.
• Good written communication and record-keeping skills.
• Able to work independently and follow processes.

Personal Attributes

• Organised and reliable.
• Calm under pressure.
• Good at planning and prioritising.
• Strong attention to detail.
• Team-focused and helpful.
• Comfortable learning new systems.
• Able to keep information accurate and up to date.
• Practical and task-driven.

About the Role

This is a parttime role (2030 hours per week) providing internal support to our maintenance and service team with a preferred start time between 7-7.30am. You will help keep the day-to-day operation running smoothly by ensuring jobs are scheduled, technicians have the correct information, and maintenance records are completed and up to date.

You will also assist with the setup, integration, and ongoing use of Oracle or similar systems to help improve visibility across maintenance scheduling, job tracking, purchasing, reporting, and service administration.

What's in it for you?

At Horizon Energy Group, you'll enjoy:

• Career development: ongoing training, upskilling and pathways across the wider Group
• Wellbeing support: health checks, flu jabs, EAP, and life & critical illness insurance
• Extra leave: enjoy a paid day off on your birthday
• Perks & discounts: access to a wide range of corporate discounts
• Join a trusted NZ company with 70+ years of industry experience
• Supportive team culture: work with people who value safety, teamwork and doing the job right

Our SWITCH Values:

We're after someone who brings real energy to our SWITCH values:

• Sustainability Making smart decisions for our future.
• Winning Taking ownership and delivering results.
• Innovation Finding better ways to get the job done.
• Trust Building strong relationships through honesty and integrity.
• Customer Focus Delivering exceptional service every day.
• Health & Safety Putting safety first, always.

Applicants must be legally entitled to work in New Zealand.

Our workplaces are drug and alcohol free - all successful applicants will be required to undertake a pre-employment medical.

So, if you're ready to make an impact? Apply now and help us shape the future.