Service Office Administrator

1 day ago

Kitchener ON NH E, Canada Tri City Plumbing Inc. Full time $40,000 - $65,000 per year

Job Summary

We are a fast-paced, customer-focused company providing 24/7 plumbing, heating, and cooling services. The Administrative Coordinator is a critical member of our office team, responsible for ensuring seamless communication, scheduling, and operational support. This role requires strong organizational skills, attention to detail, and the ability to adapt quickly to changing priorities—especially in a dynamic environment that handles urgent and emergency service calls.

Key Responsibilities

Customer Service & Call Management

· Professionally answer all incoming customer calls, including emergency service requests

· Accurately log and dispatch service calls, ensuring urgent and high-priority issues are addressed promptly

· Maintain clear and courteous communication with customers throughout the job lifecycle

· Follow up on open and scheduled jobs to ensure completion and customer satisfaction

Technician Scheduling & Dispatching

· Assign jobs to technicians based on availability, location, skills, and job urgency

· Continuously monitor and adjust the schedule to accommodate emergencies, rescheduling needs, or last-minute changes

· Coordinate daily operations to ensure efficient technician routing and workload distribution

· Keep field teams updated with real-time job changes or special instructions

Administrative & Operational Support

· Accurately enter data into the Jobber platform software (Jobber experience is an asset)

· Support the preparation and follow-up of customer quotes and service estimates

· Assist with purchase orders, supplier communication, and tracking material deliveries

Inventory & Supplier Coordination

· Monitor inventory usage and stock levels for parts and supplies

· Coordinate restocking and procurement of materials with vendors and suppliers

· Maintain organized records of inventory and purchases

Qualifications & Skills

· Previous experience in an administrative, dispatcher, or service coordinator role' preferably in plumbing, HVAC, or other field service industries

· Strong multitasking and problem-solving skills in a fast-paced environment

· Excellent communication and customer service skills

· Proficiency in Microsoft Office and dispatching or CRM software (Jobber is a strong asset)

· Ability to prioritize tasks and respond effectively to emergencies and scheduling disruptions

· Highly organized, detail-oriented, and dependable

Working Conditions

· Office-based role with phone, computer, and dispatch software use

· May occasionally require extended or flexible hours to support after-hours service operations

Collaboration with field technicians, suppliers, and management

Job Type: Full-time

Pay: $20.00-$26.99 per hour

Benefits:

  • Dental care
  • Extended health care
  • On-site parking
  • Paid time off
  • RRSP match
  • Vision care

Experience:

  • QuickBooks: 3 years (required)
  • Microsoft Excel: 3 years (required)

Language:

  • English (required)

Work Location: In person

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