Service Coordinator & Contract Administrator

Modern Niagara Building Services is seeking a highly organized and detail-oriented Service Coordinator & Contract Administrator to join our team at our Ottawa office. The function of this role is to assist in the daily administration tasks required to ensure effective and efficient operation of the Controls Service Group.

Why This Role Matters to Modern Niagara Building Services

This role is essential to keeping the Controls Service Group organized, responsive, and operating efficiently. By coordinating work orders, supporting technicians, tracking contract renewals, and ensuring key documentation is completed on time, the Service Coordinator & Contract Administrator helps deliver a reliable experience for clients and internal teams. Their attention to detail and follow-through directly support service quality, operational continuity, and Modern Niagara’s commitment to professionalism.

Key Impact / Purpose

• Keeps service operations running smoothly by coordinating work orders, dispatch support, documentation, and technician requirements.
• Supports client satisfaction by ensuring service requests, contract renewals, and administrative follow-ups are handled accurately and on time.
• Strengthens team efficiency by helping account management, sales, subcontractors, and field teams stay aligned and prepared.

Duties and Responsibilities:

• Provide administrative support to members of the Account Management and Sales team
• Receive service calls and dispatch technicians as backup support
• Track PM contract renewal dates
• Preparing pre-qualification documents (COI, WSIB, Form 1000, etc.)
• Create and assign work orders to technicians
• Amalgamation of information to allow for project set up
• Attend regular service meetings
• Coordinate subcontractor requirements
• Weekly review of work orders and purchase orders
• Assist with administrative functions related to the Controls Service division
• Support technicians
• Enforce and adhere to the company's policies and procedures and Business Code of Conduct.
• Prepare reports for month end deadlines
• Work with account management team to ensure contracts are entered or renewed in a timely manner
• Follow up with account management team for required documentation

Qualifications and Job Requirements:

• 2-3 years working in an office environment
• Comfortable interacting with clients, operations, and field teams
• Excellent customer service aptitude
• Exceptional time management and organizational skills
• Must be a self-motivated person with the ability to work at fast paced professional level
• Strong communication skills, both verbal and written
• Ability to adapt to new processes and work well under pressure
• Great attention to detail with a high degree of accuracy
• Ability to work effectively both independently and within a team
• Ability to maintain professionalism with high level of integrity
• Computer literacy with proficiency in MS Office (Excel, Word, Outlook)
• Working knowledge of ERP systems

This is a replacement position and the salary range is between $60,000 - $70,000

MNBS offers a competitive total compensation package including:

• Performance based bonus opportunities.
• Defined Contribution Pension Plan with a generous employer contribution.
• Flexible Health and Dental benefits with tiered options to meet the needs of you and your family.
• An annual health spending account to support your overall wellness.
• 24/7 confidential support through our Employee and Family Assistance Program with access to comprehensive resources and professional services.
• A competitive vacation package with additional vacation granted throughout your tenure with the organization.
• Employer Paid Parental Leave Top Up.
• Annual Community Day is dedicated to volunteering and giving back to the communities where we live and work.
• Corporate Discounts through various vendors across Canada for programs such as fitness, mobile phones, travel, home and auto insurance and many others.

About Modern Niagara

Who We Are
Modern Niagara helps building owners, managers, and general contractors meet the mechanical, electrical, integrated building technology, and building services needs of their buildings across Vancouver, Calgary, Edmonton, Toronto, Southwestern Ontario, and Ottawa.

We are committed to having a positive and meaningful impact on Canada’s infrastructure — and on the communities where we live, learn, work, and heal. We build for life.

Our Culture & Values
We value passion, initiative, determination, professionalism, and teamwork.

Health and safety are embedded in everything we do, and our award-winning safety culture consistently performs well above industry standards.

Diversity, Equity & Inclusion at Modern Niagara Building Services
We are committed to building a diverse, equitable, and inclusive organization where everyone has access to opportunity, feels a sense of belonging, and can thrive. We actively work to remove barriers faced by members of equity-seeking groups (including women, Indigenous, Black, racialized, 2SLGBTQIA+ people, people with disabilities, and newcomers to Canada) in the construction industry. We encourage applications from candidates of all backgrounds and lived experiences and are committed to a barrier-free hiring process. If you require accommodation at any stage of the recruitment process, please contact us at [email protected] so we can make appropriate arrangements.

We appreciate every applicant’s interest in joining Modern Niagara. Only those selected for an interview will be contacted.