Operations Coordinator

2 days ago

Burnaby, Canada TalentSphere Full time

About the Role

The Client is a growing HVAC company with big targets — and we’re looking for a Dispatcher / Operations Coordinator who’s ready to grow with us.

This is a key role that keeps our operations running smoothly day-to-day. You’ll manage technician scheduling, customer communications, quoting, invoicing, and reporting — all through our centralized platform, BuildOps.

We’re looking for someone with 5+ years of experience in a similar position, ideally within the HVAC or skilled trades industry. You should be confident managing multiple priorities, communicating clearly, and helping refine internal processes.

We value initiative and collaboration. We want someone who comes in every day ready to share their ideas, find efficiencies, and help us build better systems. As our company continues to expand, this position will evolve — leading to new responsibilities and the opportunity to help hire and mentor additional office staff.

Key Responsibilities

Daily Operations
- Prepare and send Customer Experience Reports each morning, summarizing work completed the previous day (target: within 24 hours).
- Schedule and dispatch HVAC technicians for service, installation, and maintenance calls using BuildOps.
- Monitor technician progress and update schedules to accommodate urgent calls or changes.
- Communicate clearly with clients and field staff to ensure timely and professional service delivery.

Administrative & Financial
- Turn field-made recommendations into formal quotes and send them to clients for approval.
- Create, review, and send invoices through BuildOps.
- Develop and manage maintenance proposals and service agreements for existing and new customers.
- Build and maintain Excel spreadsheets to track service data, contracts, and performance metrics.
- Manage daily time tracking for payroll and ensure accuracy of technician hours.
- Order and track filters and consumable parts for maintenance contracts.
- Follow up on overdue invoices and coordinate with clients to resolve outstanding payments.

Team & Client Coordination
- Maintain accurate documentation for all jobs, quotes, and service reports.
- Support the Service Manager and technicians with scheduling, documentation, and parts coordination.
- Communicate proactively with customers and uphold the company's commitment to professionalism and reliability.

**Qualifications**:

- 5+ years of experience in a dispatching, service coordination, or administrative role, preferably within an HVAC, plumbing, or similar trades environment.
- Previous experience using BuildOps software is a major asset (all scheduling, dispatching, quoting, invoicing, and reporting is managed through BuildOps).
- Excellent organizational, time management, and multitasking skills.
- Strong communication and customer service abilities.
- Proficient with Microsoft Office, especially Excel.
- High attention to detail with the ability to work independently and make sound decisions in a fast-paced environment.
- A proactive, growth-minded attitude — you look for ways to improve processes and contribute to company success.

What We Offer
- Competitive compensation based on experience (70,000.00 - 80,000.00)
- Extended health and dental benefits
- Opportunities for professional development and advancement
- Supportive, team-oriented environment that values initiative and input
- The opportunity to play a key role in a rapidly growing company — where your work truly makes an impact

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