HVAC Operations Support

Bartle-; Calgary; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Company paid benefits

EFAP

Profit sharing

RRSP match

Employee discounts

Job summary

Bartle & Gibson is seeking a highly organized HVAC Operations Support Coordinator to assist our sales and operations teams across multiple branches in Western Canada. You will prepare quotations, gather supplier pricing, and ensure timely, accurate information flows to customers.

You will coordinate between branches, suppliers, and internal teams, support warranty processes, and help drive continuous improvement while delivering exceptional service.

Qualifications

• Experience in HVAC, mechanical services, construction, facilities management, or a related industry.
• Experience preparing quotations, estimates, or customer proposals.
• Customer service, sales support, or administrative coordination experience.
• Experience working with ERP, CRM, or service management systems is an asset.

Responsibilities

• Prepare and manage customer quotations and proposals
• Obtain supplier pricing and product information
• Ensure quote accuracy, completeness, and timely delivery
• Track quote status and maintain quote records
• Coordinate quote follow-up activities with Sales personnel
• Respond to customer inquiries professionally and promptly
• Provide customers with updates on quotes, orders, and requests
• Maintain consistent communication throughout the customer journey
• Support warranty administration and documentation
• Maintain accurate records and supporting documentation
• Coordinate information between branches, suppliers, and internal teams
• Support standardized processes and continuous improvement initiatives

Skills

Organizational skills

Time management

Verbal communication

Written communication

Attention to detail

Prioritization

Cross-location collaboration

Tools

ERP systems

CRM systems

Service management systems

Microsoft Office (Excel, Outlook, Teams)

Job description

We are seeking a highly organized and customer-focused HVAC Operations Support Coordinator to support our HVAC operations and sales teams across multiple branch locations. This position plays a critical role in improving customer responsiveness, accelerating quote turnaround times, and enhancing operational efficiency. This job is available across Alberta, British Columbia, Saskatchewan, and the North West Territories.

If you thrive in a fast-paced environment, enjoy coordinating multiple priorities, and take pride in delivering exceptional customer service, we'd like to hear from you.

The HVAC Operations Support Coordinator serves as the primary support resource for customer quotations, supplier pricing, customer communications, and administrative coordination. This role enables our Sales and Operations teams to focus on project execution, service delivery, and customer relationship management while ensuring customers receive timely and accurate information.

DUTIES AND RESPONSIBILITIES

• Prepare and manage customer quotations and proposals
• Obtain supplier pricing and product information
• Ensure quote accuracy, completeness, and timely delivery
• Track quote status and maintain quote records
• Coordinate quote follow-up activities with Sales personnel

Customer Service & Communication

• Respond to customer inquiries professionally and promptly
• Provide customers with updates on quotes, orders, and requests
• Maintain consistent communication throughout the customer journey
• Support customer satisfaction initiatives and service excellence

Operational Support

• Assist with warranty administration and documentation
• Maintain accurate records and supporting documentation
• Coordinate information between branches, suppliers, and internal teams
• Support standardized processes and continuous improvement initiatives

Administrative Coordination

• Manage workload priorities and deadlines effectively
• Assist with reporting and performance tracking
• Support cross-functional collaboration between branches and departments

SKILLS AND COMPENTENCIES

• Strong organizational and time-management skills
• Excellent verbal and written communication abilities
• High attention to detail and accuracy
• Ability to manage multiple priorities simultaneously
• Strong problem-solving and customer service skills
• Proficiency with Microsoft Office applications, including Excel, Outlook, and Teams
• Ability to work independently while collaborating with teams across multiple locations

EXPERIENCE AND EDUCATION

• Experience in HVAC, mechanical services, construction, facilities management, or a related industry
• Experience preparing quotations, estimates, or customer proposals
• Customer service, sales support, or administrative coordination experience
• Experience working with ERP, CRM, or service management systems is an asset

WHY WORK FOR US

• Company paid benefits
• Employee and Family Assistance Program (EFAP)
• Profit sharing
• RRSP match
• Personal Milestone Recognition Program
• Perkopolis Partnership
• Safety shoe reimbursement
• Employee Referral Bonus Program
• Employee discounts on in store purchases

OUR MISSION

Supplying the right solutions at the right time with our expert customer care throughout Western Canada.

OUR VISION

Be the preferred wholesaler by providing superior customer experiences.

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Final candidates will be required to undergo an assessment and security screening, including a criminal record check. Employment is subject to screening completion that is satisfactory to Bartle & Gibson.