Airstream Heating & A/C is looking for a highly capable and organized person to take ownership of the administrative backend of our commercial HVAC service department.

This is an administration-heavy role that also requires operational and financial judgment. You will help ensure service work is properly documented, invoiced, reported, followed up, and closed out.

You will not manage employees—you will manage workflows and outcomes. While individual steps may be completed or approved by other team members, you will maintain visibility over the entire process, track items through completion, identify gaps, and continually improve how the work gets done.

This position works directly with our President and closely with our Account Managers, technicians, dispatch, and accounting team.

Key Responsibilities

- Review open jobs and ensure documentation, parts, follow-up, invoicing, and closeout are completed
- Review technician notes, photos, labour, materials, purchase orders, and equipment information
- Prepare invoices, maintenance reports, service reports, and customer-facing job summaries
- Monitor jobs that have not been invoiced or have not met expected gross margin
- Investigate job-costing discrepancies and report concerns to management
- Ensure technician recommendations are converted into quotes and followed up
- Track callbacks, deficiencies, customer escalations, collections, and unresolved service issues
- Maintain service agreements, equipment assets, schedules, pricing, and renewal information
- Coordinate preventive-maintenance planning, filter forecasting, and recurring-material orders
- Monitor service performance,



technician utilization, available capacity, and report quality
- Assist with service gross-margin and profit-and-loss reporting
- Identify recurring problems and improve administrative systems and processes

Who We Are Looking For

You are highly productive, detail-oriented, numerically capable, and able to manage a large volume of work without losing track of individual items.

You do not simply process paperwork. You understand the intended outcome, recognize what is missing, ask the right questions, and follow through until the work is complete.

You should be able to:

- Manage numerous priorities and deadlines
- Produce detailed work quickly and accurately
- Work comfortably with invoicing, job costing, reports, and financial information
- Learn technical and operational information quickly
- Communicate effectively across multiple departments
- Follow up persistently and hold processes accountable
- Investigate problems and provide management with clear information
- Work independently with minimal supervision

We are open to two types of candidates:

- An experienced service administrator or coordinator from HVAC, mechanical contracting, construction, facilities, or another field-service business.




- An exceptional administrative professional from accounting, billing, project coordination, logistics, insurance, banking, healthcare, or another high-volume environment who can quickly learn our industry.

Commercial HVAC experience is an asset but is not mandatory. Proven ability, productivity, judgment, and follow-through are more significant than a specific degree or previous title.

About Airstream

Airstream Heating & A/C is an established and growing commercial and industrial HVAC contractor serving the Lower Mainland and Fraser Valley.

We are a performance-driven meritocracy where opportunity, responsibility, and advancement are earned through results. Strong performers are trusted early, given meaningful responsibility, and provided with the opportunity to make a visible impact on the business.

This is an environment for ambitious people who want to bet on their abilities, grow quickly, and accomplish meaningful things. We value people who take ownership, improve what is around them, and want their effort and performance to directly influence their opportunities.

What's Included

- Company benefits package
- Potential performance-based compensation (additional to salary)
- Direct exposure to company leadership
- Opportunity for meaningful responsibility and rapid professional growth

Note: Only selected candidates will be contacted for an interview. Phone inquiries will not be accepted.

Pay: $75,000.00-$100,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care

Work Location: In person

📌 Service Administration & Operations Coordinator – Commercial HVAC (Burnaby)
🏢 Airstream Heating u0026 Air Conditioning
📍 Burnaby