Service and Administration Coordinator

Job Title : Service and Administration Coordinator

Location : 1240 Kenaston, Ottawa, ON

About Us :

Carmichael Engineering is a dynamic and fast-paced HVAC company committed to delivering excellence. We provide efficient, reliable, and timely service to our clients, and we are looking for an experienced and motivated Service and Administration Coordinator to join our team.

Job Summary :

The Service and Administration Coordinator will oversee and participate with daily dispatch operations, managing a team of dispatchers and administrators to ensure timely and accurate delivery service.

This role requires strong leadership, excellent communication skills, and a solid understanding of logistics and transportation management.

Key Responsibilities :

• Work alongside the service team.
• Supervise dispatch members, providing coaching, support, and performance feedback.
• Monitor daily dispatch operations, ensuring timely delivery and operational efficiency.
• Work very close with the service manager to ensure the correct skill level of technicians is dispatched to the service call.
• Monitor and maintain open work orders, reaching out to the technician to close for billing.
• Monitor technicians monthly preventative maintenance visits to make sure they are getting done within the month assigned.
• Closing out completed work order and maintaining the company’s targets and goals.
• Troubleshoot and resolve any operational or customer service issues that arise during the day.
• Collaborate with other departments to ensure smooth and effective workflows.
• Maintain accurate records of deliveries, vehicle availability, and driver performance.
• Prepare reports on operational performance and provide recommendations for improvements to management.
• Handle customer inquiries, complaints, and escalations related to dispatch and delivery issues.
• Confirming weekly payroll hours to Payroll Manager.

Qualifications :

• Proven experience in coordinating trades workers, subcontractors and vendors to achieve service projects (2+ years preferred).
• Strong leadership and team management skills.
• Strong computer skills including proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Teams
• Excellent communication, problem-solving, and multitasking abilities.
• Ability to work in a fast-paced, deadline-driven environment.
• High school diploma or equivalent required.
• Bilingualism in French an asset.

Health and Safety is a core paramount value of Carmichael Engineering. Given the importance of keeping one another safe, you are expected to comply with our Health and safety policies at all times and client Health and Safety policies when working at client locations.

Carmichael Engineering welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates participating in all aspects of the selection process .