Administrative Coordinator - Mechanical Services

Ainsworth Inc • Mississauga, ON

36d • CA$55,000 - CA$65,000 • Hybrid

About The Position

The Administrative Coordinator – Mechanical Services supports day-to-day HVAC service operations by ensuring accurate system data, supporting field teams, and maintaining operational reporting. This role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• 2–5 years of administrative experience in service, construction, or HVAC environments preferred
• Proficient in Microsoft Office; experience with service management systems considered an asset
• Strong organizational, analytical, and problem-solving skills
• Excellent attention to detail and ability to manage multiple priorities
• Effective communication and customer service skills

Responsibilities

• Maintain and manage service contracts, client portals, and work order data to ensure accuracy and completeness
• Support contract lifecycle activities (setup, renewals, updates, close-out) and generate performance reports
• Review and process technician timecards, ensuring accuracy, proper coding, and timely submission for payroll
• Monitor Work-in-Progress (WIP), follow up on outstanding jobs, and support timely job completion and billing
• Prepare and distribute operational reports; track key service KPIs (e.g., completion rates, billable hours, backlog)
• Provide administrative support including system updates, dispatch coordination, communications, and invoicing assistance
• Collaborate with service teams to resolve discrepancies and support continuous process improvements

Benefits

• Comprehensive health, dental and medical benefits, including wellness supports
• RSP matching
• Generous vacation
• Service milestones and peer recognition
• Employee Discounts and Incentives
• Hybrid working models, where applicable
• An inclusive organization that embraces diversity and belonging
• Work in a great team atmosphere with future potential for promotion within company

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed