About the Opportunity
The Service Administrator is the operational core of Foster's service & maintenance team. This role owns the full lifecycle of commercial maintenance administration - from parts ordering and work order setup through invoicing and contract management - and provides critical scheduling and administrative support to the broader service team. It reports directly to the Service Admin Manager and works in close coordination with field technicians, dispatch, and the accounting team
About Us
Founded in 1928 (over 95 years ago), Foster is the leading HVAC & mechanical contractor on Vancouver Island. We were the first company in Victoria to install and service a heat pump, which remains a core focus for us today. Our capabilities include full-service heating, cooling, refrigeration, boiler and A-Gas services, including equipment sales, design & installation, as well as a strong focus on preventative maintenance & 24-hour service. We have 40+ technicians, service 500+ commercial customers across all of Vancouver Island and pride ourselves in being a one-stop-shop for all mechanical service & maintenance requirements.
Why Join Foster Heating & Cooling?
- Competitive Compensation: We offer a market-based package, including health benefits and opportunities for industry-related education.
- Career Advancement: With a large and growing team, we provide opportunities to advance your career on Vancouver Island.
- Supportive Work Environment: We believe in working hard together, laughing together, and participating in enjoyable social events.
Key Responsibilities
Costing, Invoicing & Work Order Closeout
- Cost and invoice completed work orders
- Follow up with technicians when checklists or paperwork are not submitted to the office on schedule
Maintenance Checklists & Work Order Setup
- Set up all monthly commercial maintenance checklists and work orders prior to the start of each scheduled month
- Upload and attach completed technician checklists to work orders
- Ensure commercial maintenance checklists are up to date, and incorporate any changes noted by our technicians
- Move upcoming maintenance work orders into the appropriate CRM job queues before the month commences (scheduled vs unscheduled, etc.)
Bag & Tag / Parts & Inventory Management
- Manage the bag and tag ordering cycle for commercial maintenance; orders submitted two months in advance of scheduled month
- Order and manage shop stock filters and parts; maintain the warehouse filter storage in a clean, labeled, and accessible condition
- Anticipate stock needs for both commercial maintenance and service/repair segments; minimize backorder delays through proactive ordering
- Reduce and manage non-standard filter stock; build custom filters from unused inventory where cost-effective to limit waste
CRM & Contract Management
- Record equipment records on CRM for installs after completion
Maintain equipment records in Service Fusion; add new equipment, cancel, and roll over maintenance contracts on a monthly basis
- Manage the site key list
- Update commercial maintenance contract pricing as applicable
Warranty Claims & Submissions
- Process warranty claims across supplier partners
- Register warranties for our newly installed equipment
- Track parts and claims status through to resolution
Dispatch Coverage
- Provide backup dispatch / CSR coverage during absences: set in and run day-to-day dispatch operations including technician dispatching, phone calls, and emails
Qualifications & Requirements
- A team player with a very positive attitude and character
- Experience in a service coordination, trades admin, or field service operations role is preferred
- A natural problem solver and quick thinker! Able to work under pressure in a fast-paced environment
- Excellent verbal, and written communication skills
- Excellent organizational skills with the ability to prioritize multiple tasks
- High attention to detail
- Self-motivated, self-directed & ability to work independently
- Knowledge of HVAC and/or building services industry is highly preferred
- Proficiency in Microsoft Office, learn other applications as needed.
Position Details
- Number of Positions: 1
- Reporting To: Service Administration Manager
- Location: In-person at our Victoria office; remote flexibility as needed
- Start Date: As soon as possible
- Work Authorization: Must be legally eligible to work in Canada
Job Type: Full-time
Pay: $48,000.00-$56,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
Application question(s):
- Why do you want to work for Foster Heating & Cooling?
Work Location: In person
