Are you ridiculously organized, great with people, and strangely satisfied by turning chaos into a perfectly coordinated schedule?

We might be looking for you.

South Island Mechanical is looking for an experienced Operations Coordinator to join our team. This is a fast-paced, hands-on role at the centre of our day-to-day service operations — coordinating technicians, clients, schedules, parts, quotes and all the moving pieces in between.

If you’re the person who notices what needs to happen before someone asks, keeps track of 17 things without losing #18, and genuinely enjoys getting things DONE... keep reading.

What You'll Do

No two days are exactly the same, but you'll be responsible for things like:

- Coordinating and dispatching service calls and scheduled work
- Managing and monitoring technician schedules for accuracy and completeness
- Answering incoming calls and assisting clients with service requests
- Working collaboratively with our Operations Team to coordinate jobs from start to finish
- Preparing quotes, ordering parts and coordinating required materials
- Following up on outstanding quotes and service requirements
- Facilitating manufacturer and supplier warranties
- Preparing and processing service invoicing
- Preparing client reports, maintaining equipment checklists and asset records.
- Receiving parts and updating jobs accordingly
- Coordinating and maintaining the weekly on-call schedule
- Liaising with property managers and contract clients to coordinate service calls, follow-ups and ongoing requirements
- Maintaining accurate client and job records
- Helping facilitate and organize our asset management program




- Keeping clients informed and making sure the details are taken care of

In short: you help keep Operations operating.

Who We're Looking For

Organization isn't something you try to do — it's just how your brain works.

You're comfortable managing a varied workload, shifting priorities and plenty of moving pieces without losing sight of the details. You take initiative, follow things through, communicate well and are comfortable taking ownership of your work.

You're also

- Exceptionally organized and detail-oriented
- Dependable, reliable and accountable
- Friendly, approachable and professional
- Confident communicating with clients, technicians and suppliers
- Strong in both written and verbal communication
- Comfortable working independently and collaboratively
- Naturally proactive and willing to take ownership
- Tech-savvy and comfortable learning new systems
- Able to prioritize effectively in a fast-paced, changing environment
- Experienced in an office environment, ideally 5+ years

Experience with commercial service, trades, construction, property management or a similar fast-paced environment would be a definite asset.

Tech Skills

You'll be working with technology every day, so being comfortable behind a computer is important.

Experience with the following is an asset:

- Google Workspace — Gmail, Drive, Calendar, Keep, Sheets, etc.




- Mac / Apple operating systems
- Pages and Numbers
- Scheduling and service management software
- HVAC/R or mechanical terminology

Don't know the difference between an RTU and an AHU yet? We can work with that. Who Are We?

South Island Mechanical Ltd. is a locally owned commercial HVAC/R and mechanical service company serving Greater Victoria and South Vancouver Island.

We're growing, but we're big believers that growth shouldn't mean losing the culture that got us here.

We work hard, help each other out and take what we do seriously — without taking ourselves too seriously.

We offer a professional, positive and supportive workplace, a pretty awesome team, and a role where the work you do genuinely matters to our day-to-day success.

What We Offer

- Full-time, permanent position
- Monday–Friday schedule
- Wages aligned with Greater Victoria's current Living Wage rate
- Employer-paid extended health and dental benefits
- Paid vacation
- 6 paid sick days annually
- Casual dress
- On-site parking
- Company events and team activities
- A supportive, collaborative work environment
- Stability and opportunity with a growing local company

Think you'd fit in? We'd love to hear from you.

Send us your resume and tell us a little about yourself — especially why you think you'd be a excellent addition to our Operations Team.

Job Types: Full-time, Permanent

Pay: $54,000.00-$56,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care

Experience:
- Administrative: 3 years (preferred)

Work Location: In person

📌 Administrative - Operations Team Member (Victoria)
🏢 South Island Mechanical
📍 Victoria