Administrative Coordinator

**Master, for over 70 years**
We lead in HVAC-R and have been recognized among Canada's best-managed companies since 2010. As the foremost private HVAC-R distributor in the nation, we have over 1,600 active employees across 55+ branches, 4 distribution centers, spanning from British Columbia to the Atlantic provinces, and nearly 30 branches in the United States.
**A Great Place To Work**
At Master, we offer a dynamic, stimulating, and enjoyable environment. With a strong belief in healthy and open communication, we embrace a close approach with all our colleagues. Teamwork is integral to our values, and it is through it that we achieve our greatest successes.

**What you will accomplish with us**:
Create projects in our Sales Support Tool (SST) ERP system and copy plans, specifications & addendums into the project files.
- Add & delete contractors from the bid list
- Update the daily bid list calendar
- Maintain follow-up list with weekly updates & comments
- Create all planned projects & insert budgets from Sales Engineers in SST.
- Update the project status log
- Support the Inside Sales Manager & Regional Sales Director with other administrative tasks

Managing vendor releases and deliveries to site:

- Create Sales Orders / Purchase Orders for released equipment included in the assigned project
- Include all the addresses and the delivery instructions into the orders
- Create orders for daily order entry
- Follow up with the vendors to obtain production delivery schedules
- Inform customers of the equipment delivery schedules and all relevant changes
- Inquire of the customer all relevant shipping information and/or restrictions (Mode of Transport, Time of Delivery, Location of Delivery, etc.)
- Coordinate with vendors, transport and/or logistic department the shipping from the factory to the delivery point

Responsible for communication with customers, vendors, and other administrative departments of the Master Group:

- Coordinate with contractors on delivery schedule to meet their needs
- Inform Outside Sales Representative of the delivery schedule
- Coordinate with third party shipping companies the delivery schedule and transport requirement to the site
- Communicate with the credit department to get orders released for manufacturing and delivery
- Arrange with the in house Technical Department about the delivery schedule, filling their work request form if Master is providing on site equipment start-up and or training.

Manage administrative aspects of day to day orders
- Create orders in compliance with the customer purchase orders and Master Group requirements
- Write notes into orders to document actions and communications with all other departments, customers and vendors
- Update CRM quotation record according to Master Group policy and procedures
- Maintain the equipment promised date and delivery dates in the ERP
- Archive the completed physical files

**What You Bring to Our Team**:

- Relevant College or University Degree or equivalent experience in a similar position;
- Ability to multitask with attention to detail
- Advanced computer skills (MS Word, Excel, Access, Notes, Internet);
- Excellent communication skills, both verbal and written
- Excellent organizational skills and the ability to multitask
- Professional phone manners and customer service skills
- Strong time management and decision-making skills
- Ability to respond to the needs of the organization in a timely and efficient manner
- Reliable, trustworthy and a positive work attitude
- Work autonomously as well with a team to meet a common outcome.
- Strong sense of urgency & the ability to adapt quickly to a changing environment;
**Competitive Benefits: In addition to a rewarding career within our team, we offer**
- Medical and dental coverage from day one, along with short and long-term disability protection
- Contribution to a collective registered retirement savings plan upon starting your role.
- Wellness spending account
- An employee assistance program including psychological, financial, and legal support.
- Access to telemedicine from the beginning of your employment.
- Reimbursement of professional association membership fees.
- Early vacation program.
- Flexible remote work policy