HVAC Office Administrator

Company: ROMA Heating & Cooling

Location: Burnaby, BC

Job Type: Full-time or Part-time

Pay: $25 per hour

ROMA Heating & Cooling, a trusted Greater Vancouver HVAC company serving the community since 1999, is seeking a reliable and highly organized Office Administrator to join our team.

Excellent English and outstanding communication skills are essential for this position. The successful candidate must communicate clearly, professionally and confidently with customers, technicians, suppliers and team members by phone, email and text.

Responsibilities

- Answer incoming calls and respond professionally to customer inquiries
- Schedule and confirm service appointments, estimates and installations
- Dispatch technicians and coordinate daily service schedules
- Enter and maintain customer, job and equipment information in Housecall Pro
- Monitor job progress and communicate updates to customers
- Handle appointment changes, cancellations and urgent service requests
- Prepare estimates, invoices, receipts and basic service documents
- Collect payments and follow up on outstanding invoices
- Respond to emails, website inquiries, text messages and voicemail
- Coordinate with technicians regarding job details, parts and customer requests
- Contact suppliers and assist with ordering and tracking HVAC parts and equipment
- Maintain accurate digital records and organized customer files
- Follow up with customers after appointments and request feedback or reviews
- Assist with warranties,



permits, financing and rebate documentation
- Support general office administration, reporting and daily operations
- Protect customer information and maintain confidentiality

Required Qualifications
- Excellent spoken and written English
- Exceptional customer-service and communication skills
- Strong computer skills and the ability to learn systems quickly
- Proficiency with Housecall Pro, Google Chrome, Gmail and RingCentral
- Strong organization, accuracy and attention to detail
- Ability to manage multiple calls, appointments and priorities
- Skilled, dependable, patient and comfortable working in a busy office
- Ability to work independently and collaborate with technicians and management
- Previous office administration, dispatching or customer-service experience

Experience working for an HVAC, plumbing, electrical, construction or home-service company is strongly preferred.

Schedule

Full-time and part-time schedules are available. Applicants should indicate their availability when applying. Some weekend availability may be required because ROMA operates seven days a week.

How to Apply

Please submit your résumé along with a short introduction outlining your relevant experience, availability and familiarity with Housecall Pro, Gmail and RingCentral.

Only applicants selected for an interview will be contacted.

Pay: $20.00-$25.00 per hour

Benefits

- In office parking

Work Location: In person

📌 HVAC Office Administrator (Burnaby)
🏢 ROMA HEATING HVAC
📍 Burnaby