Job Description

Job Title: Office Administrator - Plumbing & Heating Services

Location: Alberta (In-office preferred)

Employment Type: Full-Time

Company: Flawless Flows Mechanical

About Us

Flawless Flows Mechanical is a locally owned plumbing and heating company providing reliable residential and commercial services across Alberta. We pride ourselves on professionalism, efficiency, and top-quality workmanship. We're looking for a highly organized and proactive Office Administrator to join our team and help keep daily operations running smoothly.

Position Overview

The Office Administrator will handle day-to-day office and administrative tasks, support the field technicians, and manage client communication. The ideal candidate is detail-oriented, self-motivated, and comfortable multitasking in a fast-paced environment.

Key Responsibilities

Administrative & Office Duties

Answer phones, emails, and respond to client inquiries professionally.

Schedule and coordinate service calls, estimates, and inspections.

Prepare and send invoices, quotes, and work orders.

Maintain organized digital and physical filing systems.

Track permits, inspections, and warranty documents.

Manage office supplies, vendor accounts, and purchase orders.

Customer Service & Dispatch

Act as the main point of contact for clients, contractors, and suppliers.

Dispatch technicians efficiently based on location and skill set.

Follow up with customers after job completion for feedback or payment.

Maintain the company calendar and ensure all appointments are accurate.

Financial & Reporting

Enter bills, receipts, and payments into accounting software (e.g., QuickBooks).

Assist with payroll prep and time sheet tracking.

Track materials, inventory, and equipment used in jobs.

Support management with reporting, budgeting, and KPI tracking.

Team Support

Communicate between management and field staff daily.

Help organize safety documentation and maintain COR / H&S compliance files.

Support marketing efforts -- manage social media, customer reviews, and basic content updates.

Assist in onboarding new hires (paperwork, documentation, uniforms, etc.).

Qualifications

Previous experience in an administrative or office coordination role (construction/trades preferred).

Strong organizational and multitasking skills.

Excellent written and verbal communication.

Familiarity with plumbing/heating terminology and workflows is an asset.

Proficiency in Google Workspace or Microsoft Office; experience with Jobber, ServiceTitan, or QuickBooks is a plus.

Positive attitude and ability to work independently.

Compensation & Benefits

Competitive hourly wage or salary (based on experience).

Monday to Friday schedule with flexible hours.

Paid time off and opportunities for advancement.

Supportive, team-oriented environment.

How to Apply

Send your resume and a short cover letter to info@ffmech.ca

with the subject line:

"Office Administrator Application - [Your Name]"

Only selected candidates will be contacted for an interview.

Job Types: Full-time, Permanent

Pay: From $21.00 per hour

Benefits:

Dental care Extended health care Vision care
Work Location: In person