About Rankine Mechanical

Rankine Mechanical Services Inc. is a growing HVAC/R and mechanical contracting company serving commercial, institutional, property management and residential clients throughout Ottawa and the surrounding areas.

We provide heating, cooling, refrigeration, hydronic, gas and mechanical services and operate a busy service and installation department.

We are looking for a dependable, organized and professional Office Administrator / Service Coordinator to join our team on an initial six-month contract, with the possibility of extension based on operational needs and performance.

This is a hands-on position in a fast-paced service environment. The successful candidate will assist with daily office administration, customer communication, technician scheduling and service coordination.

Responsibilities The successful candidate will assist with:

- Answering incoming telephone calls and responding to customer inquiries.
- Monitoring and responding to service-related emails.
- Scheduling service calls, installations and appointments.
- Coordinating daily schedules with HVAC technicians and management.
- Receiving new service requests and ensuring all required information is documented accurately.
- Communicating appointment times, scheduling updates and service information to customers.
- Creating and updating customer and job information within our service management system.
- Assisting with work orders and ensuring completed service calls are forwarded for invoicing.
- Preparing basic estimates, invoices, reports and other office documentation as required.
- Communicating with suppliers regarding pricing, parts availability, orders and delivery information.




- Organizing electronic and physical files.
- Following up on outstanding paperwork and job documentation.
- Assisting with purchasing and office supply management.
- Providing general administrative support to management and the service department.
- Helping maintain organized and efficient day-to-day office operations.

Qualifications
- Previous administrative, customer service, dispatch or office experience is preferred.
- Strong organizational skills and attention to detail.
- Professional telephone and email communication skills.
- Comfortable working in a busy environment where priorities can change throughout the day.
- Ability to multitask and manage several service requests at the same time.
- Solid computer skills.
- Experience with Microsoft Word, Excel and Outlook.
- Ability to learn new computer programs and office systems quickly.
- Strong written and spoken English.
- Reliable and punctual.
- Able to work independently while also communicating effectively with technicians, customers and management.

Assets The following experience would be considered an asset but is not required:

- Previous experience with an HVAC, plumbing, electrical, construction or service-based company.
- Familiarity with HVAC/R terminology.
- Experience scheduling or dispatching field technicians.




- Experience with service management or dispatch software.
- Experience preparing work orders, estimates or invoices.
- Experience communicating with suppliers and property-management clients.

What We Are Looking For We are looking for someone who is calm, organized, dependable and comfortable taking initiative.

Our office manages multiple technicians, projects and service requests each day. The successful candidate must be able to listen carefully, document information accurately, prioritize urgent requests and communicate professionally with customers, technicians, suppliers and management.

Previous HVAC experience is not required. We are willing to train the right candidate; however, the successful applicant must be willing to learn quickly, take direction and ask questions when clarification is needed.

Position Details

Job Type: Full-time, Contract

Contract Length: 6 months, with possibility of extension

Expected Start Date: Early October 2026

Schedule:

- Monday to Friday
- Day shift

Work Location: In person – Ottawa, Ontario

Language:

- English required
- French is not required

Education:

- Secondary School Diploma or equivalent preferred

Compensation:

- From $21.00 per hour, depending on experience
- Overtime pay where applicable

How to Apply Please submit your resume along with a brief description of your previous administrative, dispatch, scheduling or customer-service experience.

Candidates with experience working in a service-based, construction or skilled-trades environment are encouraged to apply.

Pay: $21.00-$24.00 per hour

Work Location: In person

📌 Office Administrator / Service Coordinator (Nepean)
🏢 Rankine Mechanical Services
📍 Nepean