As a constantly growing HVAC Mechanical services company, we are looking for a dedicated, warm and friendly team player who enjoys a challenge, thrives under pressure, and has a personality that will brighten up any room. Knowledge of working in an HVAC environment is a considerable asset.

CORE COMPETENCIES

- Driven to provide excellent Customer Service with effective customer interaction skills
- Excellent organizational skills - ability to prioritize work assignments and multi task is essential
- Comfortable with being directly involved in a fast paced environment
- Must be flexible and willing to work additional hours (as required)
- Displays exceptional interpersonal skills
- Ability to develop and maintain relationships with clients as well as internal and external business partners
- Proven communication skills - both verbal and written
- Capable of working with minimal supervision – a self-starter with the ability to meet deadlines and produce accurate results
- Excellent social media skills
- Is able to adapt, respectful, courteous
- Proficiency in Word and Excel key
- Exhibits a sound work ethic

RESPONSIBILITIES

- Providing support in an environment with a broad variety of administrative and clerical functions
- Responsible to schedule, assign, and dispatch Field Service Technicians
- Coordinates and schedules all service work for maintenance
- Ensures proper information is obtained and entered for all service calls
- Organize the workflow in tandem with customer deadlines
- Maintains an even flow of work between the customer, the workspace and the technicians.
- Establish and maintain a good working relationship with stakeholders
- Manage agent compliance paperwork, example – insurance, WSIB, etc.




- Reception duties as assigned – directing calls, filing etc.
- Responsible for performing accurate invoicing
- Accountable for accurate and timely input of billing data and distribution of invoices to customers/internal contacts
- Review warranty requests as needed
- Review Service Job Estimates
- Maintain electronic and hard copy filing system meticulously
- Perform data entry and scan documents
- Maintain and update social media platforms
- Assist in resolving any administrative concerns and suggest process improvements
- Provide proactive follow up with customers, field representatives and interoffice to ensure outstanding issues are resolved and all commitments and expectations are met or exceeded
- Report customer feedback to management whether positive or negative
- Prepare and modify documents including correspondence, reports, drafts, memos and emails

EDUCATION

- Completion of secondary school diploma preferred or the equivalent in combination with education and experience.
- Willingness to attend and participate in training and development programs as required

EXPERIENCE

- Minimum 2 – 5 years administrative (HVAC) experience in a computerized and automated office environment
- Housecall Pro proficiency considerable asset
- Bookkeeping familiarity an asset, but not a requirement
- Telephone techniques and computer skills in a customer service environment is fundamental and required

Benefits:
- Work from home opportunities
- Flexible working hours
- Vacation & paid time off

Job Types: Full time, Part-time Pay: $20.00-$26.00 per hour

Benefits

- Dental care
- Vision care

Education:
- Secondary School (preferred)

Experience:
- administrative assistant: 1 year (preferred)
- HVAC work: 1 year (required)

Work Location: In person

📌 HVAC Administrative Assistant (Oakville)
🏢 Precision HVAC Mechanics
📍 Oakville