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Administrative Assistant – HVAC and Plumbing Services

2 weeks ago

Windsor ON NX M, Canada HALLER MECHANICAL CONTRACTORS INC. Full time

Job Overview

The Administrative Assistant supports the daily operations of the HVAC and plumbing service office. This role ensures smooth communication between customers, technicians, and management while performing a variety of administrative and clerical tasks. The ideal candidate is organized, detail-oriented, and comfortable working in a fast-paced service environment.

Reporting to the Service Manager – the Administrative Assistant will:

· Answer and route phone calls, emails, and service inquiries in a professional manner.

· Schedule and coordinate service calls, maintenance appointments, and technician dispatches.

· Create and update customer work orders in the company's scheduling JONAS software.

· Assist with preparing job estimates, invoices, and service reports.

· Maintain accurate records of service contracts, warranties, and customer information.

· Support the operations and field teams with paperwork, time sheets, and documentation.

· Communicate effectively with customers regarding job status, service reminders, and follow-ups.

· Perform general office duties such as filing, scanning, and organizing documentation.

· Accurately create and maintain Microsoft Office documents

· Effective communication with all members of the team, project managers, suppliers, technicians, and customers

· Build positive relations with internal and external customers

Qualifications:

· Post Secondary education in administration

· Minimum 2 years progressive administrative experience in a service company

· Proven ability to work well with multi-disciplinary team

· Outstanding verbal and written communication skills

· Competency in Microsoft applications, including Word, Excel, Outlook, and Powerpoint

· JONAS experience an asset

· Ability to work within stringent timelines

· Sound background in providing superior administrative assistance in a fast paced construction/service environment

· Documentation management, including preparation of tenders, proposals, quotations, and contracts

· Must be extremely detail-oriented with respect to documentation and communication

· Excellent interpersonal and presentation skills

· Ability to handle multiple tasks at one time and still produce high quality results

· Ability to work independently and under stress, to meet deadlines and perform effectively in emergency situations

· High level of personal integrity

· Focus on continuous learning and personal development through internal and external training

· Strong critical thinking, and analytical abilities

· Proven dedication to customer satisfaction

Haller Mechanical is an equal opportunity employer. We are committed to providing accommodations to applicants upon request at any stage of the recruitment process in accordance with legislative requirements. Please advise if you require an accommodation during any aspect of the recruitment process and we will work with you to address your needs.

Job Type: Full-time

Pay: $17.20-$22.00 per hour

Expected hours: 40 per week

Benefits:

  • Dental care
  • Extended health care
  • Life insurance
  • RRSP match

Work Location: In person