Job Summary

As our Administrative Assistant, you will be a key player in supporting our HVAC team, ensuring our oﬃce runs smoothly, and providing top-notch customer service. In this role, your friendly demeanor, pro-active mindset and attention to detail will contribute directly to our clients' satisfaction and our team's success. Prior experience in a small business within the trades or HVAC industry is preferred.

Key Responsibilities

● Act as the ﬁrst point of contact, managing incoming calls with a friendly, professional approach.

● Respond to customer inquiries via email and phone, maintaining a responsive and customer-focused communication style.

● Perform data entry accurately into our customer data base, ensuring up-to-date customer information, job details and appointments.

● Assist in scheduling service calls and job co-ordination as needed. Including, pro-actively reviewing and updating schedules as necessary. Keeping the team informed organized and efficient.

● Handle invoicing, accounts payable data entry, and warranty information, maintaining precise records.

● Manage oﬃce supplies and order replacements to keep daily operations seamless.

● Help organize travel arrangements and team events, fostering a positive work culture.

● Take on other duties and general tasks, special projects as needed, contributing to our collaborative, small-business environment.

Qualiﬁcations:

● High School Diploma or completion of a post-secondary Administration Program.

● A minimum of 2 years of administrative experience is required. Ideally within a small business or trade-focused environment.

● Intermediate proﬁciency with QuickBooks Online and MS Oﬃce 365 (Word, Excel, Outlook).

Skills

● Highly detail-oriented, organized and committed to accuracy.

● Exceptional customer service skills, including resolving client issues effectively, while maintaining a positive, professional demeanor under pressure.

● Dispatching and scheduling experience is an asset

● Experience in the HVAC or trades industry is a strong asset.

What We Oﬀer

● Competitive salary

● Hybrid structure

● Comprehensive beneﬁts package

● Opportunities to take on new responsibilities and develop a well-rounded skill set, with room to grow alongside the company as we expand.

● A collaborative and supportive work environment

Job Type: Full-time

Job Type: Full-time

Pay: $50,000.00-$60,000.00 per year

Benefits:

Dental care
Extended health care
On-site parking
Vision care

Schedule:

Monday to Friday

Education:

Secondary School (preferred)

Experience:

Administrative experience: 2 years (preferred)

Work Location: Hybrid remote in Squamish, BC V8B 0V1

Western Technical Systems

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Administrative Assistant