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

Advantages

Comprehensive health, dental, and medical benefits, 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 (Ontario)
🏢 Ainsworth
📍 Ontario