Maintenance Coordinator/Administrator

Sychem Inc.

Toronto

On-site

CAD 34,000 - 39,000

Full time

3 days ago

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Benefits offered by this job

Health and dental benefits

On-site parking

Bonus pay opportunities

Casual dress

Job summary

Sychem Inc. is seeking a Maintenance and Sales Coordinator/Administrator to thrive in a fast-paced HVAC and water treatment environment.

You will be the main contact for customers and Property Managers, coordinating technician schedules and ensuring smooth handling from maintenance visits to invoicing. This role requires meticulous organization, strong communication, and the ability to manage multiple priorities with a proactive, problem-solving mindset.

Qualifications

3+ years of customer service or dispatch experience in a technical, trade, or service-based company (HVAC, plumbing, electrical, etc.) preferred
Strong verbal and written communication skills
Reliable, punctual, and team-oriented

Responsibilities

Coordinate technician schedules and dispatch daily assignments
Maintain Maintenance Master Schedule and service calendars
Prepare estimates, invoices, and maintain accurate records in QuickBooks Online

Skills

Customer Service

Dispatch Experience

Google Workspace

Tools

Freshdesk

Service Management Software

Job description

Founded in 1983, Sychem Inc. is a privately owned business specializing in professional HVAC and water treatment solutions for condominiums, hotels, apartments, and commercial buildings. With over 35 years of industry expertise, we pride ourselves on ethics, integrity, and long-term client partnerships.

At Sychem, you’ll join a close-knit, supportive team in a growing company that values curiosity, accountability, and innovation. We encourage every team member to think critically, solve problems, and continuously learn.

Job Description About Sychem Inc.

About the Role

We are seeking a Maintenance and Sales Coordinator/Administrator who thrives in a fast-paced environment, enjoys organization and communication, and can keep our service operations running efficiently.

You’ll act as a key point of contact for customers and Property Managers, coordinate technician schedules, and ensure each job – from maintenance visits to estimates and invoicing – is handled smoothly from start to finish.

Key Responsibilities

Maintenance Scheduling & Coordination

Review buildings due for scheduled maintenance ahead of each season; use the Master Data calculation tool to determine number of units and required maintenance days
Prepare proposed maintenance dates and send to Property Managers for approval; follow up until confirmed
Approach Property Managers at least 1-2 months ahead of each season to book maintenance services
Enter approved dates into the Maintenance Master Schedule; organize buildings back-to-back with no spare days for Maintenance Techs
Keep the schedule and MasterData up to date as dates are added, changed, or rescheduled
Send proposals for potential new buildings
Enter maintenance services into the Service email calendar
Send reminders to Property Managers a week before service, including equipment drop-off details

Technician Dispatch & Field Support

Dispatch maintenance technicians to scheduled jobs and coordinate daily assignments
Coordinate with the staffing agency for additional technicians as needed
Check technician hours in Connecteam and correct missed clock-ins/outs
Communicate with Property Managers regarding technician delays (e.g., traffic)
Create worksheets and equipment packages for technicians; schedule equipment drop-off and pickup
Collect completed maintenance sheets/worksheets from technicians and ensure all are returned and processed
Enter maintenance sheet data into the system

Estimates & Invoicing

Prepare estimates for non-stocked parts identified during service calls, using established S-codes, and send for customer approval
Review in-shop diagnostic reports, prepare repair estimates, and send to customers; escalatesourcing of non-standard parts as needed
Create Potential Repairs and invoice once approved by the HVAC Manager
Prepare and send maintenance and water treatment invoices to Property Managers; communicate with chemical customers
Log completed services in the Service Tracker and scan Work Orders for Accounting
Create customers, estimates, and invoices in QuickBooks Online; create sales codes for new parts and services
Prepare deposit sheets and deposit cheques; look after petty cash
Update the Price List using the Price Analysis Sheet
Charge/pre-authorize customer credit cards via CardPoint and process related invoicing when the Accounting Assistant is away
Send delinquent accounts to the collection agency

Filters & Supplies

Monitor filter requirements for scheduled buildings and calculate seasonal quantities and sizes
Place bulk and additional filter orders as required
Assist with general office, shop, and operational purchasing (including online orders)

Sign-Up Services

Create JotForm links and send to Property Managers for distribution to residents
Communicate with customers to confirm acknowledgement and gather required information
Schedule technicians to perform sign-up work
Post sign-up services internally for staff awareness

Compliance & Administration

Maintain and update certificates (ACMO, Vive, WSIB, etc.); obtain WSIB clearance certificates every 4 months
Communicate with the insurance broker regarding Auto and COI coverage
Coordinate with the office cleaning company
Assist with year-end filing system rotation

Marketing & Promotion

Coordinate holiday cards, client gifts, and promotional items with the printing company (business cards, flyers, brochures, vehicle signage, etc.)
Maintain and update promotional documents and materials
Represent the company at recruitment events (e.g., Humber College Career Fair)
Draft and post approved content to LinkedIn and YouTube, including coordinating on-site filming with Property Manager and customer permission

Seasonal

Prepare and organize holiday season gifts (Christmas and New Year)

Required Qualifications

3+ years of customer service or dispatch experience in a technical, trade, or service-based company (HVAC, plumbing, electrical, etc.) preferred
Proficient with Google Workspace (Calendar, Docs, Sheets, Drive)
Strong verbal and written communication skills
Demonstrated attention to detail and ability to follow established processes
Comfortable handling multiple priorities and working under time pressure
Reliable, punctual, and team-oriented

Preferred Skills

Experience with Freshdesk or similar service-management/ticketing software
Knowledge of HVAC systems or building mechanical equipment
High typing speed (50+ wpm)
Strong problem-solving mindset and customer-first attitude

Key Traits

Positive, proactive, and calm under pressure
Naturally organized and process-driven
Quick learner who enjoys mastering new systems
Professional, trustworthy, and dependable

What We Offer

Hourly wage $25.00-$28.00, based on experience
Bonus pay opportunities
Health and dental benefits
On-site parking and supportive team environment
Long-term stability and opportunities for advancement in operations or scheduling

Application Requirements

To ensure we hire the right fit for our team, please note:

Minimum 3 years of administrative experience in a technical or service industry.

You must provide valid professional references from past supervisors (no personal references).

A short cover letter explaining why you’re a great fit is strongly preferred.

Job Types: Full-time, Permanent

Benefits