Office & Operations Coordinator

Carlson Mechanical Services Ltd. – GTA

$60,000–$70,000 per year | Full-time, Permanent

Carlson Mechanical Services Ltd. is a family-owned commercial HVAC/R contractor serving the Greater Toronto Area since 1993.

We're growing and looking for an experienced Office & Operations Coordinator with bookkeeping experience to help manage the day-to-day flow between our customers, technicians, suppliers, office, and accounting functions.

This is not a receptionist position.

We're looking for someone who has worked in a busy contractor, construction, or field-service environment and understands how to keep work moving, financial records current, paperwork organized, customers informed, and outstanding items from falling through the cracks.

For the right person, this position offers a clear opportunity to grow into an Office & Operations Manager role as the company grows.

What You'll Do

Operations & Service Coordination

- Coordinate incoming service calls and customer requests
- Assist with technician scheduling and dispatch
- Communicate with customers regarding scheduling and service status
- Review completed work orders for labour, materials, and required information
- Prepare completed service work for invoicing
- Follow up on outstanding work orders and billing
- Coordinate preventative maintenance scheduling and agreement renewals
- Maintain customer, equipment, and service records
- Assist with purchase orders and job-cost documentation
- Coordinate equipment and material deliveries when required
- Assist with project documentation, submittals, and closeouts
- Maintain organized electronic job and customer files
- Proactively follow up with technicians, customers, and suppliers to keep work moving

Bookkeeping & Financial Administration
- Maintain accurate day-to-day bookkeeping records
- Prepare and process customer invoices
- Manage and monitor accounts receivable
- Follow up on outstanding customer accounts and collections
- Enter and manage supplier invoices and accounts payable
- Reconcile supplier statements and resolve discrepancies
- Perform bank and credit-card reconciliations
- Maintain accurate customer and vendor records
- Assist with payroll, employee timecards, and related documentation




- Assist with job costing and allocation of labour and material costs
- Track purchase orders and match them to supplier invoices and jobs
- Assist with monthly financial record preparation
- Maintain organized accounting documentation
- Work with company ownership and external accounting professionals to ensure financial records are accurate and current

What We're Looking For

We're particularly interested in candidates who have worked as a:

Service Coordinator | Office Coordinator | Bookkeeper | Operations Coordinator | Service Administrator | Project Coordinator | Office Manager

Experience in HVAC, mechanical, plumbing, electrical, fire protection, construction, or another field-service business is strongly preferred.

Experience & Qualifications

- 3 years of bookkeeping, office administration, service coordination, or contractor operations experience
- Hands-on bookkeeping experience
- Practical experience with accounts payable and accounts receivable
- Experience preparing customer invoices and following up on collections
- Experience performing account reconciliations and maintaining accurate financial records
- Working knowledge of QuickBooks Online or QuickBooks Desktop strongly preferred
- Experience with payroll/timecard administration is an asset
- Job-costing experience is strongly preferred
- Experience coordinating or supporting field technicians is strongly preferred
- Understanding of work orders, purchase orders, supplier invoices, and service billing
- Strong Microsoft Excel, Word, and Outlook skills
- Experience with HVAC/service-management software is an asset

The Person We're Looking For

You should be

- Highly organized and detail-oriented
- Comfortable working with numbers and financial records
- Accurate and disciplined with bookkeeping
- Comfortable managing multiple priorities and deadlines
- Confident communicating with technicians,



customers, and suppliers
- Comfortable following up on overdue accounts and missing paperwork
- Proactive and able to work without constant direction
- Able to identify discrepancies and follow them through to resolution
- Interested in improving systems and processes
- Comfortable working directly with company ownership
- Someone who takes ownership of outstanding items rather than waiting to be told what to do

Why Join Carlson Mechanical?

This is an opportunity to become an important part of a growing commercial HVAC company—not simply fill an administrative or bookkeeping position.

You'll work directly with company ownership and have the opportunity to take increasing responsibility for the company's office administration, bookkeeping, service coordination, and operational systems.

Our goal is for the successful candidate to develop into an Office & Operations Manager as their responsibilities increase.

Compensation: $60,000–$70,000 per year, based on experience

Job Type: Full time, Permanent

Schedule: Monday to Friday

Location: GTA

If you have experience keeping the operational and financial side of a contractor or field-service business organized and are ready for greater responsibility and room to grow, we'd like to hear from you.

Pay: $60,000.00-$70,000.00 per year

Application question(s)

- How many years of hands-on bookkeeping experience do you have, including AP, AR, invoicing, account reconciliation, and maintaining accounting records?
- Do you have hands-on experience using QuickBooks Online or QuickBooks Desktop?
- Have you worked for an HVAC, mechanical, plumbing, electrical, construction, or other field-service contractor?
- Have you been responsible for coordinating or supporting field technicians, including scheduling, work orders, customer communication, or service billing?
- Scenario: A technician has completed a service call, but the work order is missing material costs and a clear description of the repair. A supplier invoice related to the job has also arrived, and the customer is waiting to be invoiced. Briefly describe what you would do to get the job properly documented, costed, and invoiced.

Work Location: In person

📌 Office & Operations Coordinator (Markham)
🏢 Carlson Mechanical Services
📍 Markham