Job Summary

The Administrative Coordinator – Mechanical Services supports day‑to‑day HVAC service operations by ensuring accurate system data, supporting field teams, and maintaining operational reporting. This role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast‑paced environment.

Key Responsibilities

- Maintain and manage service contracts, client portals, and work order data to ensure accuracy and completeness
- Support contract lifecycle activities (setup, renewals, updates, close‑out) and generate performance reports
- Review and process technician timecards, ensuring accuracy, proper coding, and timely submission for payroll
- Monitor Work‑in‑Progress (WIP), follow up on outstanding jobs, and support timely job completion and billing
- Prepare and distribute operational reports; track key service KPIs (e.g., completion rates, billable hours, backlog)
- Provide administrative support including system updates, dispatch coordination, communications, and invoicing assistance
- Collaborate with service teams to resolve discrepancies and support continuous process improvements

Qualifications





- 2–5 years of administrative experience in service, construction, or HVAC environments preferred
- Proficient in Microsoft Office; experience with service management systems considered an asset
- Strong organizational, analytical, and problem‑solving skills
- Excellent attention to detail and ability to manage multiple priorities
- Effective communication and customer service skills

Benefits

- Comprehensive health, dental, and medical perks, including wellness supports, RSP matching, and generous vacation
- Service milestones and peer recognition, plus employee discounts and incentives
- Hybrid working models where applicable, providing flexibility
- An inclusive organization that embraces diversity and belonging, with opportunities for promotion within the company

Commitment to Diversity and Inclusion

GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply, and any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

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📌 Administrative Coordinator - Mechanical Services (Mississauga)
🏢 Ainsworth
📍 Mississauga