TESMOR CLIMATE SERVICES LTD.
Position Overview
Tesmor Climate Services Ltd. is a well-established HVAC company based in Concord, Ontario, currently seeking a highly organized and detail-oriented HVAC Administrator to join our Service Department. This role will provide administrative and operational support to the Service Manager and office staff while ensuring efficient day-to-day coordination of service operations.
The ideal candidate will possess strong bookkeeping and administrative experience within the HVAC or construction industry and demonstrate excellent communication, multitasking, and problem-solving abilities.
Key Responsibilities:
- Answer and manage incoming phone calls, direct inquiries, take detailed messages, and respond to customer concerns professionally
- Respond to emails and maintain ongoing communication with customers, technicians, and suppliers
- Perform general administrative duties including:
- Coordinating purchase orders
- Processing technician timesheets
- Organizing receipts and documentation
- Matching packing slips to supplier invoices
- Process work orders by reviewing details, inputting pricing information, invoicing clients, and resolving discrepancies with technicians or management
- Maintain and organize office files, job files, vendor records, and operational documentation
- Perform bookkeeping functions using Sage 50, including:
- Invoicing
- Accounts payable
- Accounts receivable
- Collection follow-ups
- Schedule service calls, installations, and preventative maintenance appointments
- Assist with technician dispatching using GPS and scheduling software
- Order HVAC parts and track inventory related to customer work orders
- Register and manage warranty claims with suppliers online and by phone
- Process incoming mail and small package deliveries
- Coordinate monthly office supply orders
- Support integration and implementation of new software systems as required
Qualifications & RequirementsRequired Experience
- Minimum 5 years of office administration experience
- Minimum 2 years of HVAC administration experience
- Minimum 3 years of HVAC or construction industry experience
- Minimum 2 years of experience using Sage 50 Accounting Software
Technical Skills
Strong proficiency in:
- Microsoft Office Suite
- Sage 50 Accounting Software
- Service Box
- Ability and willingness to learn new software platforms
Core Competencies
- Strong organizational and multitasking skills
- Excellent time management and ability to work independently
- Professional, punctual, and customer-service oriented
- Strong attention to detail and accuracy
- Effective problem-solving abilities
- Excellent verbal and written communication skills
- Ability to collaborate with staff and management at all levels
Education
- Secondary School Diploma (required)
- Post-secondary education in Bookkeeping, Accounting, Business Administration, or HVAC-related studies is considered an asset
Language Requirements
- English (required)
- Italian language skills are considered an asset
Additional Requirements
- Valid driver’s license (required)
- Ability to work in person at our Concord office location
Compensation & Benefits
We offer:
- Competitive salary
- RRSP matching program
- Extended health and dental benefits
- Vision care
- Life insurance
- Company events
- Supportive and knowledgeable team environment
- Comfortable office setting
Schedule
- Full-time
- Monday to Friday
- Day shift
Job Type
Full-time
In-person position located in Concord, Ontario
Pay: $60,000.00-$75,000.00 per year
Experience:
- Sage 50 Accounting: 2 years (required)
- Trade: 3 years (required)
Work Location: In person
