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 RoleWe 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 ResponsibilitiesMaintenance Scheduling & CoordinationReview buildings due for scheduled maintenance ahead of each season; use the Master Data calculation tool to determine number of units and required maintenance daysPrepare proposed maintenance dates and send to Property Managers for approval; follow up until confirmedApproach Property Managers at least 1-2 months ahead of each season to book maintenance servicesEnter approved dates into the Maintenance Master Schedule; organize buildings back-to-back with no spare days for Maintenance TechsKeep the schedule and MasterData up to date as dates are added, changed, or rescheduledSend proposals for potential new buildingsEnter maintenance services into the Service email calendarSend reminders to Property Managers a week before service,



including equipment drop-off detailsTechnician Dispatch & Field SupportDispatch maintenance technicians to scheduled jobs and coordinate daily assignmentsCoordinate with the staffing agency for additional technicians as neededCheck technician hours in Connecteam and correct missed clock-ins/outsCommunicate with Property Managers regarding technician delays (e.G., traffic)Create worksheets and equipment packages for technicians; schedule equipment drop-off and pickupCollect completed maintenance sheets/worksheets from technicians and ensure all are returned and processedEnter maintenance sheet data into the systemEstimates & InvoicingPrepare estimates for non-stocked parts identified during service calls, using established S-codes, and send for customer approvalReview in-shop diagnostic reports, prepare repair estimates, and send to customers; escalatesourcing of non-standard parts as neededCreate Potential Repairs and invoice once approved by the HVAC ManagerPrepare and send maintenance and water treatment invoices to Property Managers; communicate with chemical customersLog completed services in the Service Tracker and scan Work Orders for AccountingCreate customers, estimates, and invoices in QuickBooks Online; create sales codes for new parts and servicesPrepare deposit sheets and deposit cheques; look after petty cashUpdate the Price List using the Price Analysis SheetCharge/pre-authorize customer credit cards via CardPoint and process related invoicing when the Accounting Assistant is awaySend delinquent accounts to the collection agencyFilters & SuppliesMonitor filter requirements for scheduled buildings and calculate seasonal quantities and sizesPlace bulk and additional filter orders as requiredAssist with general office, shop,



and operational purchasing (including online orders)Sign-Up ServicesCreate JotForm links and send to Property Managers for distribution to residentsCommunicate with customers to confirm acknowledgement and gather required informationSchedule technicians to perform sign-up workPost sign-up services internally for staff awarenessCompliance & AdministrationMaintain and update certificates (ACMO, Vive, WSIB, etc.); obtain WSIB clearance certificates every 4 monthsCommunicate with the insurance broker regarding Auto and COI coverageCoordinate with the office cleaning companyAssist with year-end filing system rotationMarketing & PromotionCoordinate holiday cards, client gifts, and promotional items with the printing company (business cards, flyers, brochures, vehicle signage, etc.)Maintain and update promotional documents and materialsRepresent 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 permissionSeasonalPrepare and organize holiday season gifts (Christmas and New Year)Required Qualifications3+ years of customer service or dispatch experience in a technical, trade, or service-based company (HVAC, plumbing, electrical, etc.) preferredProficient with Google Workspace (Calendar, Docs, Sheets, Drive)Strong verbal and written communication skillsDemonstrated attention to detail and ability to follow established processesComfortable handling multiple priorities and working under time pressureReliable, punctual, and team-orientedPreferred SkillsExperience with Freshdesk or similar service-management/ticketing softwareKnowledge of HVAC systems or building mechanical equipmentHigh typing speed (50+ wpm)Strong problem-solving mindset and customer-first attitudeKey TraitsPositive, proactive, and calm under pressureNaturally organized and process-drivenQuick learner who enjoys mastering current systemsProfessional, trustworthy, and dependableWhat We OfferHourly wage $25.00-$28.00, based on experienceBonus pay opportunitiesHealth and dental benefitsOn-site parking and supportive team environmentLong-term stability and opportunities for advancement in operations or schedulingApplication RequirementsTo 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 professional 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, PermanentBenefitsCasual dressDental careExtended health careOn-site parking

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