Administrative Assistant/Dispatcher (HVAC and Plumbing)

About the Company

Established in 1971, our client is a trusted contractor with offices in Newmarket, Ontario and Atlantic Canada. They serve the industrial, commercial, and institutional sectors, specializing in mechanical retrofits, renovations, new installations, mechanical services, preventive maintenance, and facility management.

Job Summary
We are seeking a detail-oriented and organized Administrative Assistant to support our operations team. The ideal candidate will possess strong communication skills, proficiency with various software systems, and the ability to manage multiple tasks efficiently. This role is essential in ensuring smooth administrative processes, effective data management, and seamless coordination across departments. The position offers opportunity for growth and to work in an dynamic group of people!

Responsibilities

• Coordinate and dispatch service technicians for plumbing and HVAC calls, ensuring efficient scheduling and timely response to service requests
• Answer incoming calls and emails, prioritize service needs, and communicate job details clearly to technicians and customers
• Prepare, update, and maintain work orders, service tickets, and job documentation within the company’s dispatch or service management system
• Track technician availability, job progress, and completion status, adjusting schedules as needed to meet changing priorities
• Provide administrative support including data entry, filing, invoicing assistance, and report preparation
• Liaise with customers to confirm appointments, provide updates, and ensure a high level of customer service
• Support service managers and field staff with day-to-day coordination and administrative tasks
• Maintain accurate records related to service calls, maintenance agreements, and compliance documentation

Qualifications

• Experience working in an administrative role; preferably in the mechanical industry
  Strong data entry skills with high accuracy and attention to detail
• Exceptional communication skills, both verbal and written, with professional phone etiquette
• Proficient computer skills; experience utilizing MS Excel software
• Strong work ethic and a team player
• This is an in-office position from Monday-Friday

Compensation:

• $50,000 to $55,000 (commensurate with experience)
• Company Benefits
• Company pension plan
• Working with a dynamic group of people, in a great atmosphere!

Thank you for your interest in this opportunity. Please apply by attaching your resume.