Administrative Coordinator - Mechanical Services

Ainsworth Inc; Mississauga; Hybrid; CAD 42,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Dental coverage

Wellness program

RSP matching

Vacation

Job summary

Ainsworth Inc. is seeking an Administrative Coordinator – Mechanical Services to support day-to-day HVAC service operations, ensuring data accuracy, aiding field teams, and maintaining reporting.

This role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include contract administration, timecard processing, billing support, and KPI reporting, with a hybrid work option where applicable.

Qualifications

• 2–5 years of administrative experience in service/HVAC environments.
• Proficient with Microsoft Office; experience with service management systems is a plus.
• 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 service contracts, client portals, and work order data.
• Support contract lifecycle activities and generate performance reports.
• Review and process technician timecards for payroll.
• Monitor WIP, follow up on outstanding jobs, and assist billing.
• Prepare and distribute operational reports; track KPIs.
• Provide administrative support including dispatch coordination and invoicing.
• Collaborate with service teams to resolve discrepancies and drive process improvements.

Skills

Administrative support

Microsoft Office

Time management

Customer service

Tools

Service management system

Job description

Job Summary

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.

Key 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

Qualifications

• 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

Benefits

• Comprehensive health, dental, and medical benefits, including wellness supports, RSP matching, and generous vacation
• Service milestones and peer recognition, plus employee discounts and incentives
• Hybrid working models where applicable, providing flexibility
• An inclusive organization that embraces diversity and belonging, with opportunities for promotion within the company

Commitment to Diversity and Inclusion

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