Administrative Manager

TEEMA Solutions Group; Vaughan; On-site; CAD 100,000; Full time

Job summary

A leading HVAC company in Vaughan seeks an experienced Management Coordinator to oversee financing paperwork and ensure compliance. Responsibilities include managing customer satisfaction and coordinating with service teams for seamless operations. The ideal candidate has 3+ years of experience in administrative roles, knowledge of HVAC systems, and strong communication skills. This position offers a salary of $100K plus benefits.

Qualifications

• 3+ years in administrative or coordination roles (HVAC preferred).
• Strong understanding of compliance and service documentation.
• Exceptional attention to detail and time management.

Responsibilities

• Manage and verify all financing paperwork related to HVAC sales.
• Oversee administrative steps between sale closure and installation.
• Act as point of contact for customer concerns and complaints.

Skills

Administrative coordination

Knowledge of HVAC systems

Financing documents understanding

CRM systems experience

Customer-focused mindset

Tools

Document management systems

Job description

Job Description
Salary: $100K plus benefits
Location: Vaughan (On-site, 5 days/week)
Industry: HVAC
Position Type: Management (Direct reports)

Key Responsibilities:

Manage and verify all financing paperwork related to HVAC sales and installations.

Ensure bill of sale, loan agreements, and customer identification documents are properly matched, accurate, and compliant.

Audit application packages for completeness and flag any inconsistencies.

Workflow & Customer Process Coordination

Oversee the administrative steps between sale closure and installation, ensuring timely follow-up and documentation.

Monitor and manage the Certificate of Completion (COC) process, ensuring accurate completion and proper upload for each job.

Coordinate with service coordinators and installers to confirm all documentation is collected pre- and post-installation.

TPV and Warranty Management

Ensure Third-Party Verifications (TPV) are scheduled, completed, and documented in a timely manner.

Register all equipment warranties with suppliers/manufacturers upon install completion.

Manage and submit warranty claims, including coordinating with service teams and suppliers on necessary paperwork.

Compliance & Record Keeping

Maintain organized and accurate records of all customer documents, agreements, COCs, and installation data.

Ensure files are securely stored and accessible for audit or review.

Track deadlines for warranty registrations and TPV follow-ups to ensure compliance with internal standards and vendor guidelines.

Customer Service & Satisfaction

Act as a point of contact for customer concerns and complaints, ensuring timely resolution and clear communication.

Investigate issues related to documentation, service timelines, or product concerns and work cross-functionally to resolve them.

Monitor overall customer satisfaction and implement proactive strategies to improve the client experience.

Maintain professionalism and empathy in all customer interactions, aligning with the company's service values.

Support and lead the service coordination team from an administrative capacity.

Create workflows and SOPs for document control and warranty management.

Provide training and quality assurance to ensure administrative consistency across the team.

Required Skills and Experience:

3+ years in administrative or coordination roles (HVAC or service industry preferred)

Knowledge of HVAC systems, sales processes, and service documentation

Strong understanding of financing documents and regulatory compliance

Experience with CRM systems, document management, and warranty portals

Exceptional attention to detail and time management

Effective communicator with team leadership abilities

Customer-focused mindset with proven problem-solving skills