Administrative Coordinator - Mechanical Services

Job Summary:

The Administrative Coordinator – Mechanical Services supports day-to-day HVAC service operations by ensuring accurate system data, supporting field teams, and maintaining operational reporting. This role requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Maintain and manage service contracts, client portals, and work order data to ensure accuracy and completeness
• Support contract lifecycle activities (setup, renewals, updates, close-out) and generate performance reports
• Review and process technician timecards, ensuring accuracy, proper coding, and timely submission for payroll
• Monitor Work-in-Progress (WIP), follow up on outstanding jobs, and support timely job completion and billing
• Prepare and distribute operational reports; track key service KPIs (e.g., completion rates, billable hours, backlog)
• Provide administrative support including system updates, dispatch coordination, communications, and invoicing assistance
• Collaborate with service teams to resolve discrepancies and support continuous process improvements

Qualifications:

• 2–5 years of administrative experience in service, construction, or HVAC environments preferred
• Proficient in Microsoft Office; experience with service management systems considered an asset
• Strong organizational, analytical, and problem-solving skills
• Excellent attention to detail and ability to manage multiple priorities
• Effective communication and customer service skills

The salary range is $55,000 - $65,000 per year. Actual salaries will vary based on factors such as education, experience, knowledge, skills, and abilities, as well as alignment with market data. The base salary is just one component of Ainsworth’s total compensation package, which also includes additional rewards and benefits such as short-term incentives and health insurance, among others.

This posting is for an active and current vacancy; interested applicants are encouraged to apply as soon as possible.

Why work at GDI Ainsworth?

GDI Ainsworth is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following:

Benefits: Comprehensive health, dental and medical benefits, including wellness supports, RSP matching and generous vacation

Rewards: Service milestones and peer recognition plus Employee Discounts and Incentives

Flexibility: Hybrid working models, where applicable

Diversity: An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company

While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.