Job Overview

We are agrowing HVAC service company providing commercial heating, ventilation, and air conditioning services throughout the Greater Toronto Area. We are seeking an energetic and detail-oriented HVAC Service Administrator / Dispatcher to join our dynamic team. In this pivotal role, you will coordinate service appointments, manage communication between technicians and clients, and ensure smooth daily operations for our HVAC service department. Your proactive approach and excellent organizational skills will help us deliver exceptional service experiences while maintaining efficient workflow. This position offers an exciting opportunity to be the backbone of our service delivery, ensuring customer satisfaction and operational excellence.

Key Responsibilities

Dispatch & Scheduling

- Receive incoming service requests and dispatch technicians using dispatch software.
- Coordinate daily technician schedules to maximize efficiency and customer satisfaction.
- Schedule preventative maintenance visits and emergency service calls.
- Order equipment, parts, and materials required for technicians.

Quotations & Customer Service

- Prepare and email quotations and service proposals.
- Follow up on outstanding quotations.
- Provide exceptional customer service by phone and email.
- Communicate with customers regarding service updates and scheduling.

Office Administration

- Provide administrative support to the Owner and Office Manager.
- Prepare documents, maintain organized filing systems, and manage company records.
- Respond promptly to emails and incoming phone calls.
- Assist with various day-to-day office operations.
- Well-developed typing skills with attention to detail; ability to handle multiple tasks efficiently in a fast-paced environment





Accounts Receivable & Collections

- Follow up on overdue customer accounts.
- Maintain accurate customer records using QuickBooks Online.
- Work with customers to resolve outstanding balances in a professional manner.

Qualifications

We're looking for someone who has:

- Minimum 3 years of administrative or office coordination experience.
- Minimum 2 years of experience in the HVAC or mechanical service industry.
- Excellent verbal and written communication skills in English.
- Outstanding customer service and interpersonal skills.
- Strong organizational and time-management abilities with exceptional attention to detail.
- Advanced proficiency with QuickBooks Online.
- Proficiency in Microsoft Office (Outlook and Excel).
- Proven experience with collections and accounts receivable.
- The ability to prioritize multiple tasks in a fast-paced environment.
- The ability to work independently while contributing positively to a team.
- Strong problem-solving and decision-making skills.

What We Offer

- Competitive salary starting at $55,000–$60,000 per year, based on experience and knowledge
- Comprehensive Health & Dental Benefits
- Paid vacation
- Stable, full-time employment
- Supportive team environment
- Opportunities for skilled growth and advancement
- A fast-paced workplace where no two days are the same

Join us to become a vital part of a dedicated team committed to delivering top-tier HVAC services! Your organizational prowess, technical knowledge, and proactive communication will drive success in this rapid-paced environment. We value your contribution as we work together to provide outstanding customer experiences while fostering your professional growth.

Pay: $55,000.00-$60,000.00 per year

Work Location: In person

📌 HVAC Service Administrator / Dispatcher (Canada)
🏢 National Mechanical Air
📍 Canada