Job Description

We are a well-established and growing HVAC company committed to providing reliable, high-quality service to our residential and commercial customers. We are currently seeking an experienced and detail-oriented

Office Administrator

to manage our administrative and financial operations. This position is crucial to the smooth functioning of our business and involves responsibilities in

accounts receivable (AR), accounts payable (AP), payroll processing

, vendor coordination, dispatch and general office management.

Key Responsibilities: Accounting & Financial Duties:

Full-cycle

Accounts Receivable and Accounts Payable

Create and send Quotes and invoices

to customers in a timely manner

Enter and process vendor bills

; ensure timely

payment to vendors

Reconcile bank and credit card statements monthly Maintain accurate financial records and assist with reporting

Process weekly payroll

for technicians and office staff (hourly/salary) Maintain payroll records, ensure tax filings and remittances are up-to-date

Office & Operations Management:

Order HVAC parts, tools, and materials

as needed for jobs and inventory Track shipments, delivery schedules, and manage supply levels Coordinate with suppliers and service providers

Dispatch and supervise technicians

, ensuring job schedules and paperwork are in order Maintain job files, work orders, and service records (digital and paper) Provide administrative support to the owner and technicians Communicate with customers regarding scheduling, quotes, invoices, payments, and general inquiries

Software & Tools:

Proficient in

QuickBooks

(invoicing, AP/AR, payroll, reconciliations) Proficient in

Sage Accounting

(including AP, AR, and financial management) Comfortable with Microsoft Office Suite (Outlook, Word, Excel) Experience with dispatching/scheduling software is a plus

Qualifications:

Minimum 2-3 years of experience in office administration, basic accounting and payroll Strong knowledge of

QuickBooks

(required) Experience in the HVAC, construction, or trades industry is highly preferred Excellent communication, organization, and multitasking skills Ability to manage time effectively and prioritize competing tasks High attention to detail and ability to work both independently and collaboratively

What We Offer:

Competitive salary Paid time off and statutory holidays A dynamic and supportive team environment

Health benefits package

(medical, dental, vision) Exposure to all aspects of a successful service-based business

To Apply:

Please send your

resume

and a brief

cover letter

highlighting your experience with QuickBooks, Sage, payroll, and HVAC.

Job Type: Full-time

Pay: $22.00-$25.00 per hour

Benefits:

Dental care Paid time off
Flexible language requirement:

French not required
Schedule:

8 hour shift Day shift Monday to Friday
Ability to commute/relocate:

North York, ON M3N 1Y2: reliably commute or plan to relocate before starting work (required)
Education:

AEC / DEP or Skilled Trade Certificate (required)
Language:

English (required)
Work Location: In person

Expected start date: 2025-08-25