Aris Building Technologies is looking for an experienced, organized, and highly dependable Office Manager to oversee the day-to-day administrative and operational activities of our office.

The Office

Manager will play a key role in supporting our HVAC, BAS, building automation, service, maintenance, and project operations. This is a hands-on position that requires strong communication, organization, customer service, and problem-solving skills. The successful candidate will work closely with management, technicians, customers, suppliers, and subcontractors to ensure that service requests, projects, documentation, billing, and administrative activities are handled efficiently and accurately.

Key Responsibilities: Office & Administrative Management

- Manage the day-to-day operations of the office and ensure administrative activities are completed efficiently.
- Maintain organized electronic and physical records, customer files, contracts, work orders, service reports, and other documentation.
- Manage incoming calls, emails, customer inquiries, and general correspondence.
- Coordinate internal communications between management, technicians, customers, suppliers, and subcontractors.
- Maintain company calendars, meetings, appointments, and schedules.
- Assist management with reports, documentation, spreadsheets, and other administrative requirements.

Service & Technician Coordination
- Coordinate daily service calls and technician schedules in conjunction with the Operations team.
- Receive and prioritize customer service requests and ensure they are assigned appropriately.
- Follow up on outstanding service calls, quotations, work orders, and customer requests.
- Ensure technicians submit required service reports, photographs, timesheets, material information, and other documentation.
- Monitor outstanding work orders and assist in ensuring jobs are closed and billed promptly.
- Communicate schedule changes and job requirements to technicians and customers.

Customer Service
- Serve as a primary administrative point of contact for customers.
- Respond professionally and promptly to customer inquiries and service requests.
- Follow up with customers regarding quotations, scheduled work, outstanding documentation, and completed service.
- Maintain positive customer relationships and escalate issues to management when required.
- Assist with preparing customer communications, proposals, service agreements, and other correspondence.

Billing & Accounts Administration




- Assist with preparation and processing of customer invoices based on completed work orders and technician reports.
- Review work orders for completeness before invoicing.
- Track outstanding invoices and assist with accounts receivable follow-up.
- Process and organize supplier invoices and supporting documentation.
- Assist the accounting team with accounts payable, accounts receivable, expense documentation, and reconciliations.
- Maintain accurate records of customer accounts, purchase orders, and billing information.

Purchasing & Vendor Coordination
- Assist with purchasing materials, equipment, and parts required for service and projects.
- Obtain pricing and availability from suppliers and coordinate deliveries.
- Track purchase orders and ensure materials are available when required.
- Maintain supplier and subcontractor information.
- Assist management in obtaining competitive pricing and quotations when required.

Contracts & Maintenance Programs
- Assist with administration of HVAC, BAS, and preventative maintenance contracts.
- Maintain contract schedules, customer information, renewal dates, and service requirements.
- Coordinate recurring maintenance visits with technicians and customers.
- Ensure required service documentation is completed and filed.
- Assist with contract renewals, quotations, and customer follow-ups.

Human Resources & Employee Administration
- Assist management with onboarding new employees and maintaining employee records.
- Coordinate documentation, training records, certifications, and other employee information.
- Assist with payroll administration and timesheet collection.
- Support recruitment activities, including job postings, candidate coordination, interview scheduling, and onboarding.
- Assist with maintaining records of technician licenses, safety training, certifications, and expiry dates.

Health & Safety / Compliance Administration
- Maintain organized safety and compliance documentation.
- Track employee training and certification expiry dates.
- Assist management with safety documentation, incident records, inspections, and required reporting.
- Ensure required documentation is available for technicians and projects when needed.





Qualifications & Experience:
- 3–5+ years of experience in office management, administration, service coordination, or operations administration.
- Experience in HVAC, mechanical, electrical, construction, building services, property management, or a similar technical/service industry is strongly preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong customer service skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong attention to detail and accuracy.
- Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
- Experience with accounting, invoicing, service management, ERP, or CRM software is an asset.
- Ability to work independently while also collaborating effectively with management and field staff.
- Strong problem-solving and follow-up skills.
- Ability to maintain confidentiality and handle sensitive company and employee information professionally.

The ideal candidate is someone who is:
- Highly organized and proactive
- Comfortable working in a busy service environment
- Able to manage multiple tasks without losing attention to detail
- Comfortable communicating with technicians, customers, suppliers, and management
- A solid problem solver who follows issues through to completion
- Comfortable taking ownership rather than waiting to be instructed
- Professional, dependable, and punctual
- Technically curious and willing to learn the HVAC/BAS service business
- Comfortable working with numbers, invoices, schedules, and spreadsheets

What We Offer:
- Competitive salary of $60,000–$75,000 annually, based on experience
- Opportunity for salary progression based on performance and increased responsibilities
- Full-time permanent position
- Opportunity to work with an established building services company
- A varied role with exposure to HVAC, BAS, building automation, service, maintenance, and project operations
- Supportive and collaborative working environment
- Opportunities for professional development and advancement
- Reporting to Vice President, Operations

How to Apply: Please submit your resume outlining your relevant experience and qualifications. Candidates selected for an interview will be contacted to discuss the position and their experience in greater detail. Aris Building Technologies is an equal opportunity employer. Pay: $60,000.00-$75,000.00 per year

Work Location: In person

📌 Office Manager/Operations Administrator (Toronto)
🏢 Mann Engineering
📍 Toronto