Position Overview

The HVAC Administrator is responsible for providing administrative and coordination support to the HVAC Service Department. This position plays a key role in ensuring service calls are scheduled efficiently, technicians are properly dispatched, clients receive timely communication, and service documentation is accurately maintained.

Acting as a primary point of contact between customers, service technicians, and the HVAC Service Manager, the HVAC Service Administrator will help maintain an organized and responsive service operation while delivering a high level of customer service.

Key Responsibilities

Service Call Coordination & Scheduling

- Receive incoming HVAC service requests from clients by phone, email, and other communication channels.
- Gather relevant information regarding service issues, equipment, site location, urgency, and client requirements.
- Create and maintain service calls/work orders within the company's service management system.
- Coordinate and schedule HVAC service technicians based on availability, location, skill set, job requirements, and priority.
- Maintain and update the daily and weekly service schedule.
- Communicate schedule changes, emergency calls, cancellations, and other updates to technicians and clients.
- Assist with coordinating preventative maintenance visits and recurring service requirements.
- Monitor outstanding service calls and follow up as required to support timely completion.

Client Communication & Customer Service

- Serve as a primary administrative point of contact for HVAC service clients.
- Respond professionally and promptly to client questions and service inquiries.
- Provide clients with scheduling information, technician arrival updates, and general service status updates.
- Obtain necessary site information, purchase order numbers, authorization details, and other documentation required prior to service.




- Follow up with clients regarding outstanding information or next steps when required.
- Escalate technical questions, service concerns, complaints, and urgent matters to the HVAC Service Manager.
- Support the development and maintenance of positive, long-term client relationships.

Technician Support

- Provide technicians with the information required for scheduled service calls, including client contacts, site details, service history, and work-order information.
- Maintain communication with technicians throughout the day regarding scheduling and service requirements.
- Assist technicians with administrative questions and documentation.
- Follow up on incomplete service documentation, field reports, timesheets, and other required information.
- Coordinate return visits or additional service work as directed by the HVAC Service Manager.

Administrative Support

- Provide day-to-day administrative support to the HVAC Service Manager and Chiller Division Supervisor
- Prepare, organize, and maintain service documentation, work orders, reports, customer records, and related correspondence.
- Assist with preparing service quotations, purchase orders, reports, and other department documentation as required.
- Maintain accurate electronic records and ensure service information is entered into company systems in a timely manner.
- Assist with tracking open work orders and identifying items requiring follow-up.
- Support the collection and organization of information required for service billing and invoicing.
- Assist with warranty documentation and service records where applicable.
- Coordinate with Accounting, Purchasing, Operations, and other internal departments as required.
- Assist the HVAC Service Manager with reporting, document preparation, data entry, filing, and other administrative responsibilities.
- Perform other related duties as assigned

Pay: $65,000.00-$75,000.00 per year

Perks:

- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off

Work Location: In person

📌 Administrator, HVAC Service (Richmond Hill)
🏢 CMS GROUP
📍 Richmond Hill