Administrative Coordinator

Ainsworth Inc; Mississauga; Hybrid; CAD 55,000 - 68,000; Full time

Benefits offered by this job

Health insurance

RSP matching

Generous vacation

Employee discounts

Incentives

Hybrid work model

Job summary

Ainsworth Inc is seeking an Admin Support professional to deliver high levels of customer service and support Operations with admin tasks for contract renewals, invoicing, and billing. You will ensure accurate costs, prepare proposals, and maintain timely invoicing across multiple back office processes to meet client KPIs.

Responsibilities include reviewing orders, submitting invoices, reconciling data, managing WIP, and maintaining confidentiality.

Qualifications

• Post-secondary education or equivalent experience in a related field.
• 2–4 years of billing or accounting experience in mechanical service, HVAC, plumbing, or construction.
• Strong understanding of service billing processes, work orders, and contract billing.
• Experience with ERP or service management software; strong computer proficiency.
• Exceptional attention to detail, accuracy, and organizational skills.
• Effective verbal and written communication with clear documentation.
• Customer-focused mindset with ability to anticipate needs.
• Ability to build strong relationships across all levels.
• Able to work independently, meet deadlines, and handle high workload.
• Professional, reliable, and able to handle confidential information.
• Knowledge of general business procedures.
• Strong team orientation and collaborative approach.
• Demonstrates integrity, initiative, and proactive problem solving.

Responsibilities

• Assist Operations with new maintenance contract documents, costing sheets, and final proposal letters.
• Prepare and submit invoices packages.
• Complete contract costing sheets and final proposal letters to customers.
• Review work orders, technician notes, timesheets, and materials for accurate billing.
• Verify pricing, markups, contract rates, and warranty status prior to invoicing.
• Submit invoices through customer portals, email, or other platforms.
• Reconcile work order data and align with invoicing requirements.
• Manage the WIP report and address aged items to meet invoicing KPIs.
• Update work orders and upload invoices to portals as required.
• Act professionally to reflect positively on Ainsworth.
• Identify opportunities for process improvements and efficiencies within the department.
• Sensitivity to confidential matters may be required.
• Adhere to all company policies and procedures.
• Promote and perform all duties in a safe and healthful manner per HSE policies.
• Perform other duties as assigned by Management.

Skills

Billing experience

Accounting experience

Customer service

Attention to detail

Verbal communication

Written communication

Time management

Team orientation

Independence

Confidential handling

Education

Post-secondary education in related field

Tools

ERP software

Service management software

Job description

Job Summary:

This position provides a high level of customer service support to meet internal and external customer requirements. Assists Operations with admin functions with respect to contract renewals, contract proposals, billing, reconciling and works collaboratively with team members to ensure the administration of multiple back office processes are executed accordingly to ensure the service delivery cycle flows accordingly and client KPI’s are met. The Admin Support fully supports the Service Operation Team and provides the information required to deliver on the expectations of our clients.

Key Responsibilities

• Assist Operations with new maintenance contract documents including costing sheets and final proposal letters.
• Prepare and submit invoices packages.
• Completes contract costing sheets, sub-contractor quotes final proposal letters to customers.
• Review work orders, technician notes, timesheets, and material usage to ensure accurate and complete billing.
• Verify pricing, markups, contract rates, and warranty status prior to invoicing.
• Submit invoices through customer portals, email, or other required platforms.
• Reconcile work order data and maintain alignment with invoicing requirements.
• Manage the Work In Progress (WIP) report, addressing aged items and meeting invoicing KPIs.
• Update work order details and upload invoices to customer portals as required.
• Act in a professional manner to reflect positively on Ainsworth.
• Identify & Suggest opportunities for Process Improvements & efficiencies within department
• Sensitivity to confidential matters may be required
• Adhere to all company policies and procedures.
• Promote and perform all job functions in a safe and healthful manner, abiding by and in accordance with all applicable Health, Safety and Environmental company policies and government legislation/regulations.
• Perform other duties as assigned by Management.

Education, Experience & Skills Required

• Post‑secondary education in a related field or equivalent experience.
• 2– 4 years of billing or accounting experience, ideally within mechanical service, HVAC, plumbing, or construction.
• Strong understanding of service billing processes, work orders, and contract billing.
• Experience with ERP or service management software; strong computer proficiency.
• Exceptional attention to detail, accuracy, and organizational skills.
• Effective verbal and written communication skills, with the ability to document information clearly.
• Customer‑focused mindset with the ability to anticipate and address customer needs.
• Ability to build strong working relationships across all levels of the organization.
• Demonstrated ability to work independently, manage deadlines, and prioritize a high workload.
• Professional, reliable, and able to handle confidential information with discretion.
• Knowledge of general business procedures.
• Strong team orientation, contributing to a collaborative and supportive work environment.
• Demonstrates integrity, initiative, and a proactive approach to problem‑

The salary range is $55,000.00 - $68,000.00 per year. Actual salaries will vary based on factors such as education, experience, knowledge, skills, and abilities, as well as alignment with market data. The base salary is just one component of Ainsworth’s total compensation package, which also includes additional rewards and benefits such as short-term incentives and health insurance, among others.

Why work at GDI Ainsworth?

GDI Ainsworth is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following:

Benefits: Comprehensive health, dental and medical benefits, including wellness supports, RSP matching and generous vacation

Rewards: Service milestones and peer recognition plus Employee Discounts and Incentives

Flexibility: Hybrid working models, where applicable

Diversity: An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company

While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.