Administrative Assistant – RackAir HVAC/R

About RackAirRackAir is a trusted HVAC/R service and maintenance company, proudly serving Eastern Ontario since 1992. We specialize in mechanical service, maintenance, retrofits, controls, and energy management for multi-residential, commercial, and industrial facilities. We are growing and looking for a highly organized and dependable Administrative Assistant to support our operations team.Position SummaryThe Administrative Assistant will play a key role in supporting daily office operations, dispatch coordination, vendor communication, and data entry within our service platform (BuildOps). This position is ideal for someone detail-oriented, organized, and comfortable in a fast-paced environment.Key ResponsibilitiesAnswer and direct incoming phone calls and emailsAssist with dispatch coordination when neededCreate and manage purchase orders for suppliers at the request of operations staffEnter and maintain Preventive Maintenance (PM) contracts in BuildOpsSubmit existing PM contracts for quoting and approvalOrganize and maintain company files (digital and physical)Cross-train with administrative staff to ensure coverageUpdate and correct property and builder listsTrack van maintenance schedules and inventory stockPrepare, order, and organize PM suppliesSupport management and field operations with general administrative organizationQualifications2+ years of administrative experience (office or service industry preferred)Strong communication and organizational skillsExperience with scheduling or dispatching is an assetProficiency in Microsoft Office (Word, Excel, Outlook)Experience with service management platforms (BuildOps, FieldEdge, or equivalent) is an assetAbility to multitask and prioritize in a dynamic environmentCompensationPay Range: $20–$25/hour (commensurate with experience)Employment Type: Full-time, 35-40 hours/weekBenefits: Health & dental coverage, paid vacation, and growth opportunities within the companyJob Type: Fixed term contractContract length: 12 monthsBenefits:Dental careDisability insuranceExtended health careLife insuranceVision careWork Location: In person