Office Assistant

Rise Mechanical Ltd. is a growing commercial HVAC service company providing installation, maintenance, and repair services for commercial and institutional clients across Ontario. Our work supports critical facilities including hospitals, telecom infrastructure, modular sites, and commercial buildings where reliability and responsiveness are essential.

We are building a professional, accountable, and high-performing team to support our growth. As our operations expand, we are seeking an Office Assistant to support day to day operations, coordination, and administrative functions.

Role Overview

The Office Assistant is responsible for supporting the daily administrative and operational needs of the business. This role is central to ensuring smooth coordination between field technicians, customers, and internal systems. The successful candidate will be organized, detail oriented, and comfortable working in a fast paced and rapidly growing service environment. This role will work closely with the CEO and field team to support scheduling, documentation, invoicing, and customer communication.

Key Responsibilities

Administrative Support

• Manage incoming calls, emails, and service requests
• Maintain organized digital records and documentation
• Prepare and update internal reports and tracking sheets
• Support general office administration tasks

Dispatch and Scheduling Support

• Assist with scheduling service calls and technician assignments
• Update job status and track progress in Housecall Pro or Jobber
• Coordinate with technicians and customers regarding timing and access

Invoicing and Billing Support

• Assist with preparing invoices and job documentation
• Ensure required job details are complete before billing
• Support next day invoicing process

Customer Communication

• Confirm appointments with customers
• Provide updates on job status
• Maintain professional communication at all times

Data Entry and Systems Management

• Enter and maintain accurate job data in company systems
• Upload documentation, photos, and reports
• Support reporting and tracking across jobs and accounts

General Operational Support

• Assist with procurement coordination and vendor communication
• Support tracking of tools, equipment, and materials
• Assist leadership with ad hoc operational tasks

Qualifications

• 2-5 years experience in an administrative or office support role
• Experience in a service based or trades environment preferred
• Strong organizational and time management skills
• Strong attention to detail and accuracy
• Proficiency with Microsoft Office or Google Workspace
• Comfortable learning and using service software platforms
• Strong communication skills

Preferred Experience

• Experience working in HVAC, construction, or field service environments
• Experience with scheduling or dispatch coordination
• Familiarity with invoicing or bookkeeping support
• Experience with systems such as Housecall Pro, Jobber, or QuickBooks

Professional Competencies

• Reliable and accountable
• Organized and detail oriented
• Strong communication and customer service skills
• Able to manage multiple priorities
• Comfortable working in a fast-paced environment
• Proactive and solution oriented

Compensation and Benefits

Salary: $45-55K annually

Benefits: Yes

Work Environment

Location: Remote until new Head Office Location established

Hours: Full Time, Monday to Friday, 8:00 AM to 5:00 PM

Application Information

Candidates must be legally eligible to work in Canada.