Company Description Green Heating and Air Inc. is a local HVAC company that provides heating, cooling, and air quality solutions to residential and commercial clients. The team focuses on reliable service, energy-efficient systems, and customer satisfaction. As a growing organization, Green Heating and Air Inc. values professionalism, teamwork, and clear communication. The company offers a supportive work environment where office staff play a key role in daily operations and client relationships.

Role Description

The Office Administrator is a full time, in office position based in Etobicoke, ON. This role supports the daily operations of a busy HVAC/service company and acts as an important point of communication between customers, technicians, suppliers, and management.

Key Responsibilities

- Answer incoming phone calls, emails, and customer inquiries professionally.
- Schedule and coordinate service calls, installations, inspections, and technician appointments.
- Dispatch technicians and communicate job details, schedule changes, and customer updates.
- Create and maintain customer profiles, work orders, service records, and job documentation.
- Follow up with customers regarding appointments, estimates, service requests, and outstanding work.
- Prepare estimates, invoices, receipts, and other basic business documents.
- Assist with invoicing, payment collection, and accounts receivable follow-ups.
- Perform accurate data entry and keep company databases and records up to date.
- Review technician notes, job photos, and paperwork for completeness.




- Assist with equipment warranty registrations and related documentation.
- Communicate with suppliers regarding equipment, parts, orders, and availability.
- Coordinate information between office staff, field technicians, installers, sales staff, and management.
- Organize and maintain electronic and physical files and company records.
- Greet and assist customers, vendors, and visitors when required.
- Maintain office supplies and assist with general office organization.
- Support management with reports, spreadsheets, documentation, and other administrative duties.
- Handle multiple priorities efficiently in a fast-paced service environment.

Qualifications

- Previous experience in an office administration in HVAC Industry is an asset.
- Strong organizational and multitasking skills with excellent attention to detail.
- Strong verbal and written communication skills.
- Professional and confident telephone manner.
- Strong customer service skills with the ability to handle inquiries and concerns professionally.
- Comfortable working with computers, email, spreadsheets, word-processing software, and online business systems.
- Accurate and efficient data-entry skills.
- Ability to prioritize tasks and work independently in a busy office environment.
- Ability to communicate and coordinate effectively with field technicians and management.
- Dependable, punctual, professional, and willing to learn.
- Must be available to work full-time on-site in Etobicoke, ON.
- Previous experience in HVAC industry is preferred and considered an asset.

📌 Office Administrator (Toronto)
🏢 Green Heating and Air
📍 Toronto