Service Administrator

Black & McDonald; Calgary; On-site; CAD 60,000 - 80,000; Full time

Job summary

Black & McDonald is seeking a Service Administrator / Dispatcher to join their Calgary team. This role is vital for ensuring efficient operations in the service division, involving service dispatch, office administration, and contract billing. Candidates should have strong organizational skills and a customer-focused attitude, alongside at least five years of experience in the HVAC industry.

Qualifications

• 5 years previous experience as Service Administrator in HVAC industry required.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Effective and professional communication with technicians and customers.

Responsibilities

• Assist in dispatching and coordinating daily service calls and project work.
• Maintain an organized filing system for records.
• Handle payroll entry and A/P, A/R duties.

Skills

Organizational skills

Effective communication

Customer-focused attitude

Problem-solving

Education

High School diploma with some college coursework in accounting or bookkeeping

Tools

Microsoft Office

Scheduling software

JDE

Job description

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald’s Alberta team is growing! If you are a committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

Are you highly organized, detail-oriented, and ready to take on a dynamic role in a fast-paced environment? We’re looking for a Service Administrator / Dispatcher to join our team!

Reporting to the Administration Supervisor (or their designate), you’ll play a crucial role in ensuring the efficient operation of our Calgary Service Division. Your responsibilities will span service dispatch, office administration, and contract billing. As a key point of contact for both field and office employees, as well as clients and vendors, you'll provide prompt, professional, and effective support—strengthening relationships and ensuring seamless communication.

DUTIES AND RESPONSIBILITIES

• Adheres to all Company service business process standards (BPS) and policies
• Assists in dispatching and coordinating daily service calls, project work and preventative maintenance (PM) work orders, ensuring that these are completed in a timely manner
• Assists in scheduling for field service technicians
• Responsible for sourcing/purchasing of equipment/materials for field service technicians
• Responds to customer inquiries in a timely manner; if applicable, investigates and resolves customer inquiries
• Service and contract setup / scheduling and invoicing
• Maintains an organized system of filing for both hard copy and electronic records
• Ongoing monitoring and scheduling of safety training certifications for field service technician
• General office administration responsibilities e.g. handling office equipment issues, building alarm/security photocopying, mailing, reception coverage, etc
• Payroll entry
• A/P, A/R duties
• Other duties as assigned

COMPETENCY REQUIREMENTS

• Change Orientation (open to change and the ability to identify where it is needed and how to make it happen)
• Communicates Effectively (verbally and in writing)
• Continuous Learning (ongoing effort to learn and contribute to the learnings of others)
• Customer Focus (understand the needs and perspectives of both internal and external customers)
• Holds Self and Others Accountable (take personal responsibility to meet commitments)
• Problem Solving and Innovation (ability to approach problems logically and seek innovative solutions)
• Teamwork and Collaboration (work cooperatively and collaboratively with others)
• Values and Respects Others (encourages and supports diversity)

EDUCATION REQUIREMENTS

• High School diploma with some college coursework in accounting or bookkeeping

WORK EXPERIENCE REQUIREMENTS

• Minimum 5 years previous experience as Service Administrator in HVAC industry
  

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• Strong organizational skills with the ability to multitask and prioritize workload effectively in a fast-paced work environment
• Ability to communicate clearly and effectively both verbal and written; must be able to relate to technicians or trades personnel, customers and co-worker needs in a professional manner
• A team player, committed to working in a quality environment
• Proficiency in computer applications such as Microsoft Office and scheduling software
• High willingness to learn new systems; experience in JDE is an asset
• Attention to detail and accuracy in record-keeping and data entry
• Customer-focused attitude with a commitment to providing outstanding service

Note: The office location is in an Industrial area. Reliable transportation to get to work on time is desirable.

Please be advised that a Criminal Background Check and Professional Reference Check will be required as part of our employment screening and selection process.

We welcome and encourage applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.