Service Admin

Job Responsibility:

O'Dell HVAC Group, recognized as one of Canada's Best Managed Companies, is a well-established heating, ventilating, and air conditioning (HVAC) equipment representative that works across Ontario with engineers, building owners, mechanical and sheet metal contractors in both commercial and industrial settings.

Core Focus, Vision & Culture:

At O'Dell HVAC Group our purpose and passion is to build trusted relationships and deliver value focused HVAC solutions.

Our vision is to become the premier HVAC solutions provider across Canada by shaping the industry through innovative solutions and a customer-first approach.

Our success is fueled by our people. We offer our employees a work environment that reflects our core values and motivates employees to be their best. We want to mentor and train our employees to help their career growth and we have a family atmosphere that is supportive and centered around teamwork and collaboration.

Our commitment to Diversity, Equity, and Inclusion:

We embrace diversity, equity, and inclusion and know that it drives innovation and better positions us for success in the future.

What you'll be doing:

In your role as Service Admin, you will support our team of HVAC Technicians in the field. The ideal candidate can communicate clearly and concisely, customer-focused, organized, and motivated to hit the ground running.

The Service Admin primarily supports the service technicians. This role will coordinate and dispatch service cases, assist with quotations, and oversee division administration.

Daily responsibilities may include, but are not limited to the following:

• Oversee and coordinate maintenance and service work schedules to ensure new sales orders and service cases are completed in a timely manner. Liaise with sales team to determine urgency and inform scheduling.
• Assist technicians with quotes for service, maintenance, and or repair work
• Manage and maintain recurring service and calibration calendar. Create and dispatch service cases to technicians in a timely manner to ensure work is completed.
• Review and verify completed work orders with technicians to ensure information is accurate for invoicing
• Collaborate with technicians, Branch Manager, and/or Sales Team to effectively resolve invoicing issues
• Assist technicians with transferring site notes, commission details, etc. to ERP system to sustain paperless work environment.
• Support warranty documentation and communication with both internal sales and external vendors as required to mitigate costs to O'Dell
• Develop and maintain good working relationship and effective lines of communication with technicians and customers
• Manage all services cases, updating regularly to maintain up to date record of service technician workload.
• Coordinate with service technicians to ensure timesheets and reporting practices are followed within cases and sales orders.
• Coordinate billing details with accounting department to facilitate accurate billing practices.
• Assist with procurement of service & maintenance parts as required

What you bring to the table:

• Successful completion of a post-secondary education coupled with 2 - 3 years' service coordination experience within a similar industry.
• Advanced knowledge of MS Office Suite, with in-depth knowledge of Excel is essential
• Experience with Netsuite is considered an asset
• Excellent customer service skills with the ability to communicate important information effectively to service technicians, management, and customers.
• Strong organizational skills with the ability to prioritize tasks in a fast-paced environment
• Good attention to detail to ensure invoices sent to customers are accurate
• A keen learner and a self-starter with the ability to innovate and suggest process improvements
• Possess a strong work ethic and initiate effective teamwork

Why work at O'Dell HVAC Group:

• Competitive wages based on experience
• Commission program
• Complete Benefits package
• RRSP employee contribution plan
• Company sponsored professional affiliations (OACETT, CPSA, ASHRAE etc.)
• Professional development: we strongly value training & development and career growth opportunities for our employees
• Summer Fridays -in the summer we take Friday afternoons off!
• We do a paid company-wide shutdown during the holiday season to enjoy extra time off
• Hybrid work - we offer a flexible work environment that allows you to work both in the office and at home

Accommodation

Your accessibility is important to us. In accordance with AODA and the Ontario Human Rights Code, O'Dell HVAC Group will provide accommodations to applicants with disabilities throughout the entire recruitment process. Please inform us of the nature of any accommodation(s) that you may require.