Administration Service Specialist

Black & McDonald's BC team is growing! If you are an independent, enthusiastic, and driven professional searching for an opportunity to build a solid foundation for your career, this position is for you. The primary responsibility of the Service Administrator is to support a productive and efficient Service operation within the British Columbia Region. This is achieved through dispatching and various administrative duties, ensuring adherence to standard company procedures and specific instructions.
The Service Administrator helps maintain the Service database via JDE and other software platforms, keeping records organized and accurate. This role requires strong attention to detail and a commitment to data integrity. The Administrator plays a key role in supporting not only the service administration team, but also technicians, sales, and management by ensuring all stakeholders have the information and resources they need. This includes helping streamline workflows, facilitating communication, and contributing to a collaborative and responsive service environment.
Responsibilities include but are not limited to the following:
Schedule recurring maintenance visits in alignment with service contracts and technician availability.
Field and coordinate demand service calls, including assessing customer needs, dispatching technicians, and ensuring timely resolution of service issues.
Maintain technician schedules with a proactive approach, including a two-week lookahead to ensure optimal coverage, minimize conflicts, and support efficient service delivery.
Maintain the On-Call Technician schedule.
Generate, update, and receive Work Orders and Purchase Orders.
Monitor and manage work order backlog, prioritizing tasks and following up to ensure timely completion.
Assist with JDE data entry and maintenance, including updating service records, work order statuses, and asset information.
Arrange equipment rentals when needed.
Track and follow up on warranty items.
Prepare completed Work Orders for billing, ensuring all labour, materials, and purchase orders are accurately recorded.
Develop and issue downtime reports.
Complete payroll on a weekly basis.
Issue tools and keys to technicians.
Contribute to continuous improvement by identifying process gaps and suggesting workflow enhancements.
Perform other related duties as assigned.

COMPETENCY REQUIREMENTS

Change Orientation
Communicates Effectively
Continuous Learning
Customer Focus
Holds Self and Others Accountable
Problem Solving and Innovation
Teamwork and Collaboration
Values and Respects Others

EDUCATION REQUIREMENTS

~ Completion of College or other courses in Dispatch and Administration

WORK EXPERIENCE REQUIREMENTS

• 2–3 years of experience in in a similar or relevant environment
• Knowledge of the HVAC Service or Construction industry would be an asset

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

Strong computer skills, including Word, Excel, and Outlook. Knowledge of SharePoint, Teams, and other collaboration tools are an asset Familiarity with the Microsoft Windows operating system Previous experience with proven ability to learn ERP applications, i.e. JDE, SAP, etc. Ability to communicate clearly and effectively and relate to technicians, customers, and co-worker needs Maintain a professional demeanor at all times with fellow employees and customers Good attitude and willingness to learn Ability to work individually and with a team The expected salary range for this role is between $53,000-62,000. The starting salary will be based on several factors such as the successful candidate's qualifications, including but not limited to education and experience. Salary is one component of Black & McDonald's total rewards package. Total rewards vary by position and may include additional offerings such as group insurance benefits, pension plan, annual performance bonus, career development programs, and other HR programs. Please be advised that a Criminal Background Check and Professional Reference Check will be required as part of our employment screening and selection process. Additionally, all applicants must be legally entitled to work in Canada, unless otherwise stated in the job posting. 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.

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