Service Coordinator, Technical Services HVAC

BGIS; Ottawa; On-site; CAD 54,000 - 68,000; Full time

Job summary

BGIS is seeking a Service Coordinator, Technical Services HVAC in Ottawa, Ontario. The role focuses on centralized administrative and operational support for service estimating, quoting, repair coordination, and financial administration.

Responsibilities include coordinating service requests end‑to‑end, assisting with cost development, maintaining accurate records, and supporting governance and policy requirements. Strong communication and MS Office skills are essential.

Qualifications

• 3–5 years of project administration or administrative support experience.
• Community college diploma or equivalent training.
• Strong written and verbal communication with cross-functional collaboration.
• Proficient in MS Office (Excel) and quick to learn new systems.
• Experience with estimating support, scheduling, documentation, and financial administration.

Responsibilities

• Coordinate service requests from intake through estimating, approval, execution and close‑out.
• Assist operations with labour, material, subcontractor, and equipment costing for quotes.
• Prepare, track, and maintain service quotes and documentation with version control.
• Schedule field technicians and subcontractors; ensure access and documentation are in place.
• Monitor progress, maintain work orders, and escalate schedule or cost risks as needed.
• Provide admin and financial support including POs, invoicing readiness, and budget tracking.

Skills

Administrative coordination

Written and verbal communication

Cross-functional collaboration

MS Office (Excel) proficiency

Scheduling and documentation

Education

Community college diploma or equivalent training

Tools

MS Office

Job description

Service Coordinator, Technical Services HVAC

Job Description

SUMMARY

The Service Coordinatorprovides centralized administrative and operational support to technical service operations, with a primary focus on service estimating, quoting, repair coordination, and financial administration. The role works closely with Operations, Service Managers, field Technicians, and Sales to support the timely preparation of service quotes, maintain accurate service records, and enable the efficient execution of approved service work.

This position is responsible for coordinating service requests from initial intake through execution, supporting cost development and quote preparation, managing administrative processes such as Technician corporate credit cards and expense tracking, and ensuring service documentation, financial records, and system data are accurate, complete, and maintained in accordance with governance and policy requirements.

KEY DUTIES & RESPONSIBILITIES

Project Coordination Assistance / Administration:

• Coordinate service requests from initial intake through estimating, approval, execution, and close‑out, supporting repairs, deficiencies, upgrades, and small works.
• Support preparation of service estimates and quotes by gathering scope details, site information, drawings, specifications, and equipment requirements.
• Assist operations and service leadership with labour, material, subcontractor, and equipment costing to support accurate and timely quoting.
• Prepare, track, and maintain service quotes, approvals, documentation, and version control in alignment with pricing standards and governance requirements.
• Coordinate scheduling of field technicians and subcontractors, ensuring materials, access requirements, and documentation are in place to support efficient service delivery.
• Monitor service execution progress, maintain work order documentation, and escalates schedule, scope, or cost risks as required.
• Provide administrative oversight of technician expense tools (e.g., corporate credit cards), including transaction tracking, reconciliation, receipt compliance, and audit support.
• Deliver day‑to‑day administrative and financial support for service operations, including purchase orders, invoicing readiness, budget tracking, and estimate‑to‑actual variance monitoring.
• Maintain accurate service, estimating, and financial records; support reporting, dashboards, and leadership updates; and ensure data integrity across service management systems.
• Prepare and supply detailed service reports to clients.
• Manage service contracts and ensure compliance with contractual requirements.
• Review labor hours and material allocations, identifying and resolving discrepancies.
• Coordinate with internal teams to ensure work is completed within planned hours and material budgets.
• Assist in monitoring contract performance and maintaining compliance with established service standards.
• Collaborate with cross-functional teams to support process improvements, workflow efficiency, and operational consistency
• Develop proposals for large-scale projects and monitor budgets, costs, and project performance from project initiation through completion to ensure successful delivery and financial accountability.
• Monitor work order status and follow up on outstanding tasks to help improve service delivery and customer satisfaction.
• Co-ordinate with Regional Leaders to provide metrics that will drive business goals i.e. WIP, Work Order Management, Operational Approvals
• Other duties as assigned.

KNOWLEDGE & SKILLS

• 3 to 5 years of project administration work experience or administrative work experience with aCommunity college diploma or equivalent training. 3–5 years of experience in service coordination, project administration, or administrative support, supported by a community college diploma or equivalent training.
• Strong administrative, organizational, and coordination skills, with the ability to manage multiple service activities, priorities, and deadlines.
• Working knowledge of service or project coordination processes, including estimating support, scheduling, documentation, and financial administration.
• Effective written and verbal communication skills, with the ability to work collaboratively across operations, field teams, and internal stakeholders.
• High level of computer proficiency, including strong working knowledge of the MS Office suite (particularly Excel) and the ability to quickly learn and adapt to new systems.
• Experience using business, scheduling, document management, service management, or CRM applications to support service delivery, reporting, and data integrity.

Licenses and/or Professional Accreditation

• None required.
• Demonstrates an interest in pursuing Project Management Institute Accreditation.

This is a regular, full-time position with a salary range of per $54,185 - $67,732 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.