Residential Plumbing & HVAC Administrative Assistant

Wiehler Mechanical Ltd; Calgary; On-site; CAD 34,000 - 37,000; Full time

Benefits offered by this job

Health and dental coverage

RRSP with employer matching

Job summary

Wiehler Mechanical Ltd. is seeking a full-time Administrative Assistant in Calgary to link our office, field teams, and clients.

You will handle day-to-day correspondence, manage job files, issue purchase orders, track permits, and coordinate with suppliers to ensure timely materials and services. Ideal candidates bring 3+ years in administration, 1+ year in plumbing/HVAC admin, and strong skills in Excel, Word, and Outlook.

Qualifications

• 3+ years in an administrative role.
• 1+ year of administrative work in plumbing or HVAC, and an understanding of the industry.
• Proficiency with Excel, Word and Outlook.
• Strong attention to detail and organization.
• Experience using WhatsApp Messenger.

Responsibilities

• Answer phones, reply to emails, and manage day-to-day correspondence for plumbing & HVAC departments.
• Open and manage job files from start to finish, issue purchase orders, and prepare invoices.
• Apply for and track city permits.
• Coordinate with suppliers, vendors and subcontractors to ensure timely delivery of materials/services.
• Book appointments, answer client questions, and follow up on service requests.
• Maintain accurate project, client and inventory records and databases.
• Enter large volumes of data quickly and accurately.

Skills

Excel

Word

Outlook

Detail-oriented

Organized

WhatsApp Messenger

Tools

WhatsApp Messenger

Job description

About the Role

Our plumbing and HVAC departments depend on good coordination, and we need a full-time Administrative Assistant to keep things moving. You'll be the link between our office, our field teams, and the clients, vendors and contractors we work with every day. If you like a busy workload, and a well-organized job file, this role is for you.

About the Role

Our plumbing and HVAC departments depend on good coordination, and we need a full-time Administrative Assistant to keep things moving. You'll be the link between our office, our field teams, and the clients, vendors and contractors we work with every day. If you like a busy workload, and a well-organized job file, this role is for you.

What You'll Be Doing

• Answering phones, replying to emails and handling day‑to‑day correspondence for the plumbing and HVAC department
• Opening and managing job files from start to finish, including issuing purchase orders and preparing invoices
• Applying for and tracking city permits
• Working with suppliers, vendors and subcontractors so materials and services arrive when they're needed
• Booking appointments, answering client questions and following up on service requests
• Keeping project, client and inventory records, databases and spreadsheets accurate and current
• Entering large amounts of data quickly and accurately

What You Bring

• At least 3 years in an administrative role
• At least 1 year of administrative work in plumbing or HVAC, and a working understanding of the industry
• Confidence using Excel, Word and Outlook
• A detail‑oriented approach and strong organizational habits
• Experience using WhatsApp Messenger

Pay & Benefits

• Starting wage of $25–$27/hour, depending on experience
• Health and dental coverage
• RRSP with employer matching

Who We Are

Wiehler Mechanical Ltd. has provided plumbing and HVAC services across Calgary for more than 40 years. Our reputation rests on professional, safe, high‑quality work, and we put the same care into our team. You'll work alongside experienced tradespeople and office staff who are happy to share what they know, in a workplace where everyone is respected and included.