Dispatch & Administrative Assistant

Autism Services; Canada; On-site; CAD 25,000 - 30,000; Part time

Job summary

Kooler Group is seeking a part-time admin support to assist our busy office. You will help with invoicing, inventory, and getting our technicians equipped for success, working alongside the full-time Dispatcher.

We seek a detail-oriented candidate who is comfortable with computers and QuickBooks Online, organized, and able to prioritize tasks independently, with a positive attitude and strong communication.

Qualifications

• Must be detail-oriented with strong accuracy.
• Comfortable using computers and QuickBooks Online.
• Organized and able to prioritize tasks independently.
• Positive attitude and willingness to help wherever needed.
• Excellent communication skills.
• Prior administrative, inventory, or bookkeeping experience in HVAC is a plus but not required.

Responsibilities

• Enter supplier invoices into QuickBooks Online accurately.
• Confirm and update supplier parts pricing as needed.
• Assist with inventory organization and stock accuracy.
• Attach inventory to customer invoices.
• Complete occasional supply runs.
• Support employee appreciation events and office initiatives.
• Assist the Dispatcher with day-to-day administrative tasks.
• Occasionally cover dispatch: answer phones and schedule appointments.

Skills

Attention to detail

Organized

Communication skills

Independent prioritization

Adaptability

Tools

QuickBooks Online

Job description

Kooler Group, we're more than HVAC, plumbing, and refrigeration experts; we're a team that takes pride in doing great work while having a little fun along the way. We're looking for a detail-oriented individual to provide part-time admin support to our busy office. This role works alongside and supports our full-time Dispatcher, helping keep our office organized, our inventory accurate, and our technicians equipped for success.

What You'll Be Doing

• Entering supplier invoices into QBO accurately and efficiently
• Confirming supplier parts pricing is current and updating pricing as needed
• Assisting with inventory organization and stock accuracy
• Attaching inventory to customer invoices
• Completing occasional supply runs
• Assisting with employee appreciation events and office initiatives
• Support our full-time Dispatcher with day-to-day administrative tasks
• Occasionally covering dispatch: answering phones and scheduling appointments

What We're Looking For

• Strong attention to detail and accuracy.
• Comfortable using computers and experience with Quickbooks Online.
• Organized and able to prioritize tasks independently.
Positive attitude and willingness to help wherever needed.
• Excellent communication skills.

Previous administrative, inventory, or bookkeeping experience in the HVAC industry is considered an asset but is not required.

Part time estimated at 20-24 hrs per week.