Service Coordinator

Overview

Coordinate service schedules, admin tasks, and communication for HVAC service team

Key Responsibilities

• compliance
• tool tracking
• work orders
• dispatch scheduling
• service contracts
• warranty processing

Tasks

-Participate in TSSA compliance processes as required and assist with internal service inquiries. -Support vehicle and tool maintenance tracking, including certifications, gas cards, insurance slips, and safety stock. -Update and maintain service cases, work orders, and related documentation to ensure accuracy and completion. -Coordinate with Service Technicians to ensure timesheets and quotes are accurate and up to date. -Escalate scheduling conflicts or service delays to the Service Administration Specialist as needed. -Coordinate and schedule dispatching for the Service team, ensuring timely response to customer needs. -Provide administrative support for service contracts and assist in scheduling maintenance visits. -Prepare reports, assist with invoicing, and maintain organized records of service documentation, commissioning forms, and warranty information. -Support warranty and parts processing, assisting with documentation and communication with vendors.

Requirements

• microsoft office
• netsuite
• hvac
• administrative
• detail-oriented
• collaborative

What You Bring

-Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with NetSuite or similar ERP systems is an asset. -Minimum of three (3) years of administrative experience, ideally within the HVAC or mechanical services industry. -Strong understanding of HVAC terminology and the functions of a service department. -Excellent organizational skills with high attention to detail. -Clear and professional written and verbal communication. -A collaborative and adaptable approach, with the ability to take direction and prioritize effectively. -Post-secondary education in a related field or equivalent experience.

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Benefits

-Professional Development – We support continuous learning and career growth for all roles. -Summer Fridays! – Wrap up early on summer afternoons! -Comprehensive Benefits, Health Spending Account, & RRSP Plan – We invest in your well-being and future. -Company-Wide Holiday Shutdown – Enjoy paid time off during the holiday season. -Competitive Salary & Profit Sharing – We recognize and reward contributions to our success.

About O'Dell Hvac Group

-It steadily expanded—adding partners, relocating warehousing, and opening satellite offices in Burlington, Waterloo, London, Mississauga and Ottawa. -Represents top-tier HVAC manufacturers, covering equipment like air handling, humidity control, energy recovery, VRF and gas monitoring. -Acts as a trusted bridge for engineers, contractors and building owners—supporting design-build, bid-spec and service-contractor markets. -Notable projects include the Scotiabank Arena concourse upgrade, Canadian Canoe Museum enhancements and Parkwood Hospital Indigenous-led Housing Hub. -Typical engagements range from complex commercial and industrial builds to specialized institutional and residential ventures. -Known for nimble technical support, quick design turnaround, OEM parts stocking and hands‑on commissioning services. -The company’s narrative includes quirky touches—like its long‑standing Christmas honey tradition and informative ‘Tech‑Spec’ conferences.

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