We're looking for a highly organized, dependable, and motivated individual to join our administrative team in a full-time, work-from-home position.

This role will involve assisting with daily office operations, answering incoming calls, coordinating service appointments, communicating with customers and technicians, and ensuring jobs are properly organized and documented.

We're looking for someone who can multitask, take initiative, solve problems, and work independently in a fast-paced environment.

Key Responsibilities

Customer Service & Communication

- Answer incoming calls professionally and assist customers with service requests, scheduling, and general inquiries.
- Respond to customer emails, voicemails, and follow-ups in a timely manner.
- Coordinate appointment confirmations, scheduling changes, and customer updates.
- Handle customer concerns professionally and escalate issues when necessary.

Scheduling & Service Coordination

- Assist with scheduling technicians for service calls, maintenance, and installations.
- Communicate job details, scheduling updates, and changes to field technicians.
- Monitor daily schedules and assist with unexpected changes or urgent service requests.
- Ensure technicians have the necessary job information before arriving on site.
- Follow up on outstanding service calls and incomplete work.

Administrative Support

- Create, update, and maintain customer records and work orders.
- Assist with preparing estimates, invoices, and service documentation.
- Review technician notes, photos, and completed job information for accuracy.
- Assist with ordering materials, tracking equipment, and coordinating with suppliers.
- Maintain organized digital records and assist with general office administration.
- Support management and other administrative staff with daily operational tasks.

Qualifications & Requirements
- Previous experience in administration, dispatching, customer service,



or service coordination.
- Excellent verbal and written communication skills.
- Strong organizational skills and ability to manage multiple priorities.
- Comfortable answering a high volume of phone calls.
- Strong computer skills and ability to learn new software.
- Ability to work independently and remain productive without direct supervision.
- Strong attention to detail and problem-solving abilities.
- Professional, dependable, and comfortable working in a rapid-paced environment.

Preferred Qualifications

- Previous experience in HVAC, plumbing, electrical, construction, or another service-based industry.
- Experience using Housecall Pro or similar field service management software.
- Familiarity with scheduling field technicians and coordinating service appointments.
- Experience preparing estimates, invoices, or purchase orders.

Work From Home Requirements
- Reliable high-speed internet connection.
- Quiet, professional workspace suitable for handling customer phone calls.
- Ability to remain available and responsive throughout scheduled working hours.
- Comfortable using cloud-based software, phone systems, email, and Microsoft Office.

What We Offer
- Full-time, work-from-home opportunity.
- Competitive compensation based on experience.
- Supportive and growing team.
- Opportunity to develop professionally and take on additional responsibilities.
- Stable employment within an established HVAC company.

How to Apply Please submit your resume along with a brief description of your relevant experience.

We're particularly interested in candidates who have previously worked in a busy service company and understand the importance of organization, communication, and keeping daily operations running smoothly.

Join On Track HVAC Inc. and help keep our team on the right track!

Pay: $18.00-$25.00 per hour

Expected hours: 40.0 per week

Benefits

- Dental care
- Extended health care
- Vision care

Work Location: Remote

📌 Remote Administrative Assistant (Nova Scotia)
🏢 On Track HVAC
📍 Nova Scotia