Accounts Receivable & Assistant Office Manager

Tracey Refrigeration Inc. is looking for a highly skilled, driven and exceptionally organized professional to join our office team.

This is not an entry-level position.

We operate in a fast-paced commercial refrigeration and HVAC environment and are looking for someone who can think quickly, communicate professionally, stay ahead of problems and handle multiple priorities at the same time.

Position

Accounts Receivable / Assistant to Office Manager

Hours: Monday–Friday, 8:30 AM–5:00 PMFull-Time

What We’re Looking For

The ideal candidate is sharp, confident, professional and extremely detail-oriented. You should thrive in a high-energy setting where priorities change quickly and multiple tasks need to be handled simultaneously.

We are looking for someone who is:

- Highly driven and self-motivated
- Extremely organized
- Rapid-moving and able to multitask
- An excellent communicator
- Professional and polished in presentation
- Confident dealing with customers, suppliers and technicians
- Able to work independently without constant direction
- Excellent at following up and getting results
- Strong at prioritizing urgent tasks
- Highly attentive to details
- Comfortable working under pressure
- Proactive rather than waiting to be told what to do

You need to be the type of person who sees something that needs to be handled and takes ownership of it immediately.

Required Experience

Minimum 5 years of Accounts Receivable / office administration experience.

Strong experience with:

- Accounts receivable
- Customer invoicing
- Following up on outstanding accounts
- QuickBooks
- Jobber
- Dispatching service technicians
- Scheduling service calls
- Ordering equipment and parts
- Working with suppliers




- Customer communication
- Email and telephone communication
- Maintaining accurate customer and job records
- Handling multiple priorities simultaneously

Responsibilities

You will work directly with our Office Manager and assist with the day-to-day operation of a busy service company.

Responsibilities will include:

- Preparing and sending invoices
- Managing accounts receivable
- Following up aggressively and professionally on outstanding invoices
- Reviewing jobs to ensure they are ready for invoicing
- Communicating with customers regarding billing and service
- Assisting with technician dispatching and scheduling
- Ordering parts and equipment
- Following up with suppliers
- Tracking parts and outstanding orders
- Updating jobs in Jobber
- Working with QuickBooks
- Answering and directing customer calls
- Assisting the Office Manager with daily priorities
- Identifying problems before they become problems
- Keeping information accurate and organized
- Helping ensure the office operates efficiently at a very fast pace

The Personality We Want

We are looking for someone with high energy and a fast-moving mind.

You should enjoy having multiple things happening at once. If you prefer a slow, repetitive office environment, this position will probably not be a good fit.

The successful candidate will be someone who can have an invoice open,



answer a technician’s question, deal with a customer, follow up with a supplier and then immediately return to the original task without losing track of anything.

We value intelligence, urgency, accountability and attention to detail.

What Will Make You Stand Out

Experience working in:

- HVAC
- Refrigeration
- Construction
- Electrical
- Plumbing
- Mechanical contracting
- Service-based trades

would be a major asset.

Experience with both Jobber and QuickBooks will also be strongly preferred.

About Tracey Refrigeration Inc.

Tracey Refrigeration Inc. is a growing commercial refrigeration and HVAC company servicing commercial and industrial customers. We operate a busy service department and are looking for high-performing people who want responsibility, opportunity and a fast-paced work environment.

We are looking for someone who can become a key member of our office leadership team, not simply fill an administrative position.

If you are highly driven, exceptionally organized, communicate at a high level and enjoy working at a quick pace, we want to hear from you.

Job Type: Full-time

Pay: $25.00-$28.00 per hour

Expected hours: 40.0 per week

Benefits:

- Casual dress
- Company pension
- Dental care
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care

Application question(s):

- Are you highly driven person with high attention to detail?
- Do you have 5 plus years of experience in accounts receivables?

Education:

- Bachelor's Degree (required)

Experience:

- Accounts receivable: 5 years (required)
- Office manager assistant fast pace workplace : 5 years (required)

Work Location: In person

📌 Accounts receivable and office manager Assistant (Canada)
🏢 Tracey Refrigeration
📍 Canada