Administrative Assistant – RackAir HVAC / R

RackAir; Eastern Ontario; On-site; CAD 30,000 - 60,000; Full time

Job summary

A trusted HVAC/R service company in Eastern Ontario is seeking an organized Administrative Assistant to support daily operations. This role involves managing communications, supporting dispatch coordination, and maintaining office organization. Ideal candidates should have 2+ years of administrative experience, proficiency in Microsoft Office, and strong multitasking skills. This full-time position offers a pay range of $20–$25/hour and various benefits including health coverage.

Benefits

Health & dental coverage

Paid vacation

Growth opportunities

Qualifications

• 2+ years of administrative experience preferred.
• Experience with scheduling or dispatching is an asset.
• Ability to prioritize tasks in a dynamic environment.

Responsibilities

• Answer and direct incoming phone calls and emails.
• Assist with dispatch coordination when needed.
• Create and manage purchase orders for suppliers.

Skills

Strong communication skills

Organizational skills

Proficiency in Microsoft Office

Multitasking ability

Tools

BuildOps

FieldEdge

Job description

About RackAir

RackAir is a trusted HVAC/R service and maintenance company, proudly serving Eastern Ontario since 1992. We specialize in mechanical service, maintenance, retrofits, controls, and energy management for multi-residential, commercial, and industrial facilities. We are growing and looking for a highly organized and dependable Administrative Assistant to support our operations team.

Position Summary

The Administrative Assistant will play a key role in supporting daily office operations, dispatch coordination, vendor communication, and data entry within our service platform (BuildOps). This position is ideal for someone detail-oriented, organized, and comfortable in a fast-paced environment.

Key Responsibilities

• Answer and direct incoming phone calls and emails
• Assist with dispatch coordination when needed
• Create and manage purchase orders for suppliers at the request of operations staff
• Enter and maintain Preventive Maintenance (PM) contracts in BuildOps
• Submit existing PM contracts for quoting and approval
• Organize and maintain company files (digital and physical)
• Cross-train with administrative staff to ensure coverage
• Update and correct property and builder lists
• Track van maintenance schedules and inventory stock
• Prepare, order, and organize PM supplies
• Support management and field operations with general administrative organization

Qualifications

• 2+ years of administrative experience (office or service industry preferred)
• Strong communication and organizational skills
• Experience with scheduling or dispatching is an asset
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with service management platforms (BuildOps, FieldEdge, or equivalent) is an asset
• Ability to multitask and prioritize in a dynamic environment

Compensation

• Pay Range: $20–$25/hour (commensurate with experience)
• Employment Type: Full-time, 35-40 hours/week
• Benefits: Health & dental coverage, paid vacation, and growth opportunities within the company

Job Details

• Job Type: Fixed term contract
• Contract length: 12 months
• Work Location: In person

Benefits

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Vision care