Job Overview

We are seeking a highly organized, motivated, and detail-oriented Office Administrator to join our growing team.

This position plays an important role in supporting the day-to-day administrative and project coordination activities of our mechanical contracting business. The ideal candidate will be comfortable working in a fast-paced construction workplace, have strong computer and organizational skills, and be confident communicating with project managers, suppliers, subcontractors, consultants, and clients.

We are looking for someone who is not only capable of handling administrative responsibilities but is also interested in learning, taking on additional responsibilities, and growing with the company.

The successful candidate should be proficient in reading and understanding mechanical drawings/plans. Previous experience in the HVAC, mechanical, plumbing, or construction industry is considered a strong asset.

Duties and Responsibilities

- Provide administrative support to management, project managers, and field operations.
- Manage incoming phone calls, emails, correspondence, and general office inquiries in a professional manner.
- Perform accurate data entry and maintain organized digital and physical filing systems.
- Assist with preparation, organization, tracking, and filing of project documentation.
- Review and assist with mechanical drawings, plans, shop drawings, and project documents as required.
- Assist with drawing mark-offs, markups, and tracking project information. Previous experience with mark-offs is an asset but not required.




- Assist with tracking submittals, RFIs, shop drawings, change orders, purchase orders, and other construction documentation.
- Assist with processing invoices, tracking expenses, purchase documentation, and basic bookkeeping duties.
- Use Microsoft Office applications, Google Workspace, Jobber and QuickBooks as required.
- Assist with scheduling, calendars, meetings, and project-related deadlines.
- Coordinate office supplies, documentation, and general office organization.
- Communicate with suppliers, contractors, consultants, clients, and internal team members to obtain information and follow up on outstanding items.
- Proofread correspondence and documents to ensure information is accurate and professionally presented.
- Assist project teams with additional administrative and coordination duties as the company continues to grow.

Qualifications and Experience

- Previous experience in an administrative, project coordination, or clerical position.
- Ability to read and understand mechanical plans/drawings is highly preferred.
- Previous experience in the HVAC, mechanical, plumbing, or construction industry is an asset.
- Experience with construction drawing mark-offs, markups,



or quantity takeoffs is an asset but not mandatory.
- Strong proficiency with Microsoft Office Suite, particularly Word, Excel, and Outlook.
- Experience with Google Workspace and QuickBooks is an asset.
- Strong data-entry skills with a high level of accuracy and attention to detail.
- Excellent organizational and time-management skills with the ability to manage multiple priorities.
- Clear and professional written and verbal communication skills.
- Comfortable communicating with project managers, tradespeople, suppliers, consultants, and clients.
- Strong problem-solving skills and the ability to follow up on outstanding tasks independently.
- Willingness to learn new software, construction processes, and mechanical/HVAC terminology.
- Dependable, proactive, and able to work both independently and as part of a team.
- A genuine interest in developing professionally and growing with the company.

What We Are Looking For

We are looking for someone who takes ownership of their work, communicates clearly, pays close attention to details, and is eager to learn the mechanical construction industry.

This is an excellent opportunity for someone who wants to develop their administrative and project coordination skills while becoming an important part of a growing mechanical contracting company. HVAC or mechanical experience is an asset, but we also value candidates who demonstrate a strong willingness to learn and grow with our team.

Pay: From $19.00 per hour

Work Location: In person

📌 Office Administrator (Canada)
🏢 BEST HVAC SOLUTIONS
📍 Canada