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Office Manager Commercial HVAC Service Provider

2 weeks ago

Oakville ON LH A, Canada Rise Mechanical Ltd. Full time

About Rise Mechanical

Rise Mechanical Ltd. ) provides professional residential and commercial HVAC services across the GTA and surrounding areas. We stand out by delivering reliable, efficient, and safe climate solutions, from system installation, repair, and maintenance to emergency 24/7 service. Our certified team uses modern tools and platforms (e.g. SiteDocs, HouseCall Pro) to ensure every job meets high standards of performance, safety and exceeds customer expectations.

Role Overview

We're seeking an Office Manager who has demonstrated success within a dynamic trades environment. You'll be the backbone of our operations — ensuring admin, safety, customer support, and systems all run smoothly so our technicians can deliver excellent service. You'll work closely with the founder; operations lead and the Rise Mechanical Team to scale processes and support growth.

Key Responsibilities

Administrative & Operational Management

  • Oversee daily office operations: scheduling, communications, vendor coordination
  • Maintain and optimize our platforms: Google Workspace, HouseCall Pro, CRM, SiteDocs workflows
  • Assist with technician dispatch, scheduling adjustments, and route support
  • Coordinate parts/tool inventory and van equipment logistics

Customer Experience & Service Support

  • Field general customer inquiries (phone, email), route to appropriate contact
  • Follow up on quotes, service reminders, contract renewals
  • Support the onboarding of new clients and manage communication touchpoints
  • Administer satisfaction surveys and track feedback

Safety, Compliance & Systems

  • Manage SiteDocs safety workflows: toolbox talks, hazard IDs, weekly checks
  • Ensure all technicians maintain up-to-date certifications and PPE compliance
  • Assist with site safety audits and corrective actions documentation

Finance & Reporting Support

  • Liaise with bookkeeper on invoices, expenses, and reconciliations
  • Prepare monthly operational dashboards and KPI summaries
  • Assist in investor or stakeholder reporting as required

Human Resources & Training

  • Onboard new hires (admin and field), including setup of accounts and safety training
  • Maintain digital personnel files and track performance review schedules
  • Coordinate ongoing training and cross-check with SOPs

Required Qualifications & Skills

  • Minimum 3 years of administrative or operations experience; ideally in HVAC, construction, or trades
  • Strong working knowledge of Google Workspace and its component Applications; comfort with social media platforms such as LinkedIn, Instagram , and websites
  • Familiarity with field service platforms (HouseCall Pro, Jobber, ServiceTitan) and compliance tools (SiteDocs), HR Platforms such as Bright HR
  • Excellent organizational, communication, and multitasking skills
  • A proactive, solution-oriented mindset with a great customer-service approach
  • Understanding of Ontario safety, WSIB, and trade regulations is an asset

To apply, please apply via Indeed and send your resume + brief cover note to sharing your thoughts as to why this role excites you and how you can help accelerate our growth and delight our customers.

We look forward to meeting you.

Job Type: Full-time

Pay: $65,000.00-$85,000.00 per year

Application question(s):

  • Experience with Google Workspace and applications, scheduling applications

Experience:

  • HVAC or similar: 1 year (required)

Work Location: Hybrid remote in Oakville, ON L6H 1A6