Founded in 1983, Sychem Inc. is a privately owned business specializing in professional HVAC and water treatment solutions for condominiums, hotels, apartments, and commercial buildings. With over 35 years of industry expertise, we pride ourselves on ethics, integrity, and long-term client partnerships.

At Sychem, you’ll join a close-knit, supportive team in a growing company that values curiosity, accountability, and innovation. We encourage every team member to think critically, solve problems, and continuously learn.

Job Description About Sychem Inc.
Founded in 1983, Sychem Inc. is a privately owned business specializing in professional HVAC and water treatment solutions for condominiums, hotels, apartments, and commercial buildings. With over 35 years of industry expertise, we pride ourselves on ethics, integrity, and long-term client partnerships.

At Sychem, you’ll join a close-knit, supportive team in a growing company that values curiosity, accountability, and innovation. We encourage every team member to think critically, solve problems, and continuously learn.

About the Role
We are seeking a Maintenance and Sales Coordinator/Administrator who thrives in a fast-paced environment, enjoys organization and communication, and can keep our service operations running efficiently.

You’ll act as a key point of contact for customers and Property Managers, coordinate technician schedules, and ensure each job – from maintenance visits to estimates and invoicing – is handled smoothly from start to finish.

Key Responsibilities
Maintenance Scheduling & Coordination

Review buildings due for scheduled maintenance ahead of each season; use the Master Data calculation tool to determine number of units and required maintenance days

Prepare proposed maintenance dates and send to Property Managers for approval; follow up until confirmed

Approach Property Managers at least 1-2 months ahead of each season to book maintenance services

Enter approved dates into the Maintenance Master Schedule; organize buildings back-to-back with no spare days for Maintenance Techs

Keep the schedule and MasterData up to date as dates are added, changed, or rescheduled

Send proposals for potential new buildings

Enter maintenance services into the Service email calendar

Send reminders to Property Managers a week before service, including equipment drop-off details

Technician Dispatch & Field Support

Dispatch maintenance technicians to scheduled jobs and coordinate daily assignments





Coordinate with the staffing agency for additional technicians as needed

Check technician hours in Connecteam and correct missed clock-ins/outs

Communicate with Property Managers regarding technician delays (e.g., traffic)

Create worksheets and equipment packages for technicians; schedule equipment drop-off and pickup

Collect completed maintenance sheets/worksheets from technicians and ensure all are returned and processed

Enter maintenance sheet data into the system

Estimates & Invoicing

Prepare estimates for non-stocked parts identified during service calls, using established S-codes, and send for customer approval

Review in-shop diagnostic reports, prepare repair estimates, and send to customers; escalatesourcing of non-standard parts as needed

Create Potential Repairs and invoice once approved by the HVAC Manager

Prepare and send maintenance and water treatment invoices to Property Managers; communicate with chemical customers

Log completed services in the Service Tracker and scan Work Orders for Accounting

Create customers, estimates, and invoices in QuickBooks Online; create sales codes for new parts and services

Prepare deposit sheets and deposit cheques; look after petty cash

Update the Price List using the Price Analysis Sheet

Charge/pre-authorize customer credit cards via CardPoint and process related invoicing when the Accounting Assistant is away

Send delinquent accounts to the collection agency

Filters & Supplies

Monitor filter requirements for scheduled buildings and calculate seasonal quantities and sizes

Place bulk and additional filter orders as required

Assist with general office, shop, and operational purchasing (including online orders)

Sign-Up Services

Create JotForm links and send to Property Managers for distribution to residents

Communicate with customers to confirm acknowledgement and gather required information

Schedule technicians to perform sign-up work

Post sign-up services internally for staff awareness

Compliance & Administration

Maintain and update certificates (ACMO, Vive, WSIB,



etc.); obtain WSIB clearance certificates every 4 months

Communicate with the insurance broker regarding Auto and COI coverage

Coordinate with the office cleaning company

Assist with year-end filing system rotation

Marketing & Promotion

Coordinate holiday cards, client gifts, and promotional items with the printing company (business cards, flyers, brochures, vehicle signage, etc.)

Maintain and update promotional documents and materials

Represent the company at recruitment events (e.g., Humber College Career Fair)

Draft and post approved content to LinkedIn and YouTube, including coordinating on-site filming with Property Manager and customer permission

Seasonal

Prepare and organize holiday season gifts (Christmas and New Year)

Required Qualifications

3+ years of customer service or dispatch experience in a technical, trade, or service-based company (HVAC, plumbing, electrical, etc.) preferred

Proficient with Google Workspace (Calendar, Docs, Sheets, Drive)

Robust verbal and written communication skills

Demonstrated attention to detail and ability to follow established processes

Comfortable handling multiple priorities and working under time pressure

Reliable, punctual, and team-oriented

Preferred Skills

Experience with Freshdesk or similar service-management/ticketing software

Knowledge of HVAC systems or building mechanical equipment

High typing speed (50+ wpm)

Strong problem-solving mindset and customer-first attitude

Key Traits

Positive, proactive, and calm under pressure

Naturally organized and process-driven

Quick learner who enjoys mastering new systems

Professional, trustworthy, and dependable

What We Offer

Hourly wage $25.00-$28.00, based on experience

Bonus pay opportunities

Health and dental benefits

On-site parking and supportive team environment

Long-term stability and opportunities for advancement in operations or scheduling

Application Requirements
To ensure we hire the right fit for our team, please note:

Minimum 3 years of administrative experience in a technical or service industry.

You must provide valid qualified references from past supervisors (no personal references).

A short cover letter explaining why you’re a great fit is strongly preferred.

Job Types: Full-time, Permanent

Benefits

Casual dress

Dental care

Extended health care

On-site parking

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📌 Maintenance Coordinator/Administrator (Ontario)
🏢 Sychem
📍 Ontario