Administrative Coordinator

Ainsworth Inc; Toronto; On-site; CAD 40,000 - 70,000; Full time

Job summary

An innovative company is seeking an Administrative Coordinator to provide high-level customer service and assist with administrative functions. This role involves managing maintenance contracts, preparing invoices, and collaborating with team members to ensure smooth back-office operations. If you thrive in a fast-paced, team-oriented environment and have a knack for organization and communication, this position offers a fantastic opportunity to contribute to a dynamic team while enjoying competitive pay and growth prospects. Join us to make a meaningful impact in a diverse workplace!

Qualifications

• 2-4 years of relevant experience in HVAC/Electrical/Building Automation.
• Ability to meet deadlines and prioritize a heavy workload.

Responsibilities

• Assist Operations with new maintenance contract documents and proposals.
• Interface with customers to ensure requests are completed successfully.
• Identify and suggest process improvements within the department.

Skills

Organizational Skills

Communication Skills

Problem-solving

Time Management

Customer Service

Education

Post-secondary education in a related field

Tools

MS Office Suite

JDE

Job description

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If you thrive in a team-oriented workplace that challenges your skills, drives your career development, embraces diversity, and rewards innovation, with competitive pay and great employee programs, join the Ainsworth (a GDI company) team today!

Job Summary

This position provides high-level customer service support to meet internal and external customer requirements. Assists Operations with administrative functions related to contract renewals, proposals, and collaborates with team members to ensure the smooth execution of back-office processes, meeting service delivery cycles and KPIs, along with other duties assigned by the manager.

Key Responsibilities

1. Assist Operations with new maintenance contract documents, including costing sheets and proposals.
2. Prepare and submit invoice packages.
3. Complete contract costing sheets, obtain sub-contractor quotes, and prepare final proposals for customers.
4. Interface with customers and other departments to ensure requests are completed successfully and service issues are resolved, accommodating all changes with necessary approvals.
5. Order and maintain inventory of technician uniforms, work boots, licenses.
6. Organize and maintain annual vehicle inventory audits of parts and equipment.
7. Provide follow-up and documentation for all completed work orders to clients daily.
8. Follow up with internal/external customers and technicians for additional information, including documentation of service work performed.
9. Collaborate with reconcilers to correct technician issues, identify, and address process or personnel gaps, working directly with technicians to close these gaps and escalate as needed.
10. Support regional dispatch or other shared services teams to ensure smooth work order lifecycle and meet client needs.
11. Maintain a professional demeanor to positively reflect on Ainsworth.
12. Identify and suggest process improvements and efficiencies within the department.
13. Handle confidential matters sensitively.
14. Adhere to all company policies and procedures.
15. Promote safety and health standards per policies and regulations.
16. Input company credit card purchases into JDE.
17. Complete expense reimbursements for field staff and managers.
18. Support planning and organization of team events.
19. Perform other duties as assigned by management.

Qualifications

• Post-secondary education or equivalent in a related field.
• 2-4 years of relevant experience, preferably in HVAC/Electrical/Building Automation or general service industry.
• Ability to meet deadlines and prioritize a heavy workload.
• Organized, systematic, and able to work independently with minimal supervision.
• Proficient in MS Office Suite.
• Customer-oriented with strong communication skills, both verbal and written.
• Team-oriented, able to build relationships at all levels.
• Strong organizational and scheduling skills.
• Problem-solving and critical thinking abilities.
• Time management skills and ability to stay composed under stress.
• Active listening and attention to detail.
• Reliable, responsible, and proactive.

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

Ainsworth (a GDI company) is committed to diversity and inclusion. Qualified group members are encouraged to apply; accommodations will be provided as per our policy.

Ainsworth offers end-to-end asset maintenance and refurbishment services, striving for excellence and growth. Join us to make a difference!