Job DescriptionAbout Sychem Inc.
Founded in 1983, Sychem Inc. is a privately owned business specializing in professional HVAC and water treatment solutions for condominiums, hotels, apartments, and commercial buildings. With over 35 years of industry expertise, we pride ourselves on ethics, integrity, and long-term client partnerships.
At Sychem, you’ll join a close-knit, supportive team in a growing company that values curiosity, accountability, and innovation. We encourage every team member to think critically, solve problems, and continuously learn.
About the Role
We are seeking a Maintenance and Sales Coordinator/Administrator who thrives in a fast-paced environment, enjoys organization and communication, and can keep our service operations running efficiently.
You’ll act as a key point of contact for customers and Property Managers, coordinate technician schedules, and ensure each job – from maintenance visits to estimates and invoicing – is handled smoothly from start to finish.
Key Responsibilities
Maintenance Scheduling & Coordination
- Review buildings due for scheduled maintenance ahead of each season; use the Master Data calculation tool to determine number of units and required maintenance days
- Prepare proposed maintenance dates and send to Property Managers for approval; follow up until confirmed
- Approach Property Managers at least 1–2 months ahead of each season to book maintenance services
- Enter approved dates into the Maintenance Master Schedule; organize buildings back-to-back with no spare days for Maintenance Techs
- Keep the schedule and MasterData up to date as dates are added, changed, or rescheduled
- Send proposals for potential new buildings
- Enter maintenance services into the Service email calendar
- Send reminders to Property Managers a week before service, including equipment drop-off details
Technician Dispatch & Field Support
- Dispatch maintenance technicians to scheduled jobs and coordinate daily assignments
- Coordinate with the staffing agency for additional technicians as needed
- Check technician hours in Connecteam and correct missed clock-ins/outs
- Communicate with Property Managers regarding technician delays (e.g., traffic)
- Create worksheets and equipment packages for technicians; schedule equipment drop-off and pickup
- Collect completed maintenance sheets/worksheets from technicians and ensure all are returned and processed
- Enter maintenance sheet data into the system
Estimates & Invoicing
- Prepare estimates for non-stocked parts identified during service calls, using established S-codes, and send for customer approval
- Review in-shop diagnostic reports, prepare repair estimates, and send to customers; escalate sourcing of non-standard parts as needed
- Create Potential Repairs and invoice once approved by the HVAC Manager
- Prepare and send maintenance and water treatment invoices to Property Managers; communicate with chemical customers
- Log completed services in the Service Tracker and scan Work Orders for Accounting
- Create customers, estimates, and invoices in QuickBooks Online; create sales codes for new parts and services
- Prepare deposit sheets and deposit cheques; look after petty cash
- Update the Price List using the Price Analysis Sheet
- Charge/pre-authorize customer credit cards via CardPoint and process related invoicing when the Accounting Assistant is away
- Send delinquent accounts to the collection agency
Filters & Supplies
- Monitor filter requirements for scheduled buildings and calculate seasonal quantities and sizes
- Place bulk and additional filter orders as required
- Assist with general office, shop, and operational purchasing (including online orders)
Sign-Up Services
- Create JotForm links and send to Property Managers for distribution to residents
- Communicate with customers to confirm acknowledgement and gather required information
- Schedule technicians to perform sign-up work
- Post sign-up services internally for staff awareness
Compliance & Administration
- Maintain and update certificates (ACMO, Vive, WSIB, etc.); obtain WSIB clearance certificates every 4 months
- Communicate with the insurance broker regarding Auto and COI coverage
- Coordinate with the office cleaning company
- Assist with year-end filing system rotation
Marketing & Promotion
- Coordinate holiday cards, client gifts, and promotional items with the printing company (business cards, flyers, brochures, vehicle signage, etc.)
- Maintain and update promotional documents and materials
- Represent the company at recruitment events (e.g., Humber College Career Fair)
- Draft and post approved content to LinkedIn and YouTube, including coordinating on-site filming with Property Manager and customer permission
Seasonal
- Prepare and organize holiday season gifts (Christmas and New Year)
Required Qualifications
- 3+ years of customer service or dispatch experience in a technical, trade, or service-based company (HVAC, plumbing, electrical, etc.) preferred
- Proficient with Google Workspace (Calendar, Docs, Sheets, Drive)
- Strong verbal and written communication skills
- Demonstrated attention to detail and ability to follow established processes
- Comfortable handling multiple priorities and working under time pressure
- Reliable, punctual, and team-oriented
Preferred Skills
- Experience with Freshdesk or similar service-management/ticketing software
- Knowledge of HVAC systems or building mechanical equipment
- High typing speed (50+ wpm)
- Strong problem-solving mindset and customer-first attitude
Key Traits
- Positive, proactive, and calm under pressure
- Naturally organized and process-driven
- Quick learner who enjoys mastering new systems
- Professional, trustworthy, and dependable
What We Offer
- Hourly wage $25.00–$28.00, based on experience
- Bonus pay opportunities
- Health and dental benefits
- On-site parking and supportive team environment
- Long-term stability and opportunities for advancement in operations or scheduling
Application Requirements
To ensure we hire the right fit for our team, please note:
✅ Minimum 3 years of administrative experience in a technical or service industry.
✅ You must provide valid professional references from past supervisors (no personal references).
✅ A short cover letter explaining why you’re a great fit is strongly preferred.
Job Types: Full-time, Permanent
Benefits
- Casual dress
- Dental care
- Extended health care
- On-site parking
