Office Administrator
Part time position
Job Title
Office Administrator (HVAC)
Location
Squamish and the Sea to Sky
Role Summary
Looking for a positive change?
Perhaps you are thinking of working for a smaller, tight knit and progressive outfit in the Sea to Sky corridor that rewards achievements, and aims to build a strong & healthy work-life culture.
At Align Climate Solutions, we take pride in the great relationships we have built with clients and fellow contractors. We strive to provide the best HVAC service and products to our clients, and we are growing as a result.
The Office Administrator is part of the operational backbone of the company—keeping scheduling, billing, customer communication, and internal coordination running smoothly. In a small HVAC business focused on residential / commercial heat pump installations, this role directly impacts customer experience, cash flow, and technician efficiency.
You’ll work closely with the Director, Office and Operations Managers, field technicians, and customers to ensure jobs move from inquiry → quote → install → payment without friction.
Seeking an Office Team Member who is
- Calm under pressure (things change constantly)
- Highly organized and detail-oriented
- Proactive—spots problems before they escalate
- Customer-first mindset
- Comfortable working with technicians and tradespeople
Role and Responsibilities
Scheduling & Dispatch Support
- Help coordinate daily schedules for install and service technicians
- Optimize routes (especially important for Sea-to-Sky travel)
- Confirm appointments with customers
- Adjust schedules in real time as jobs change
Customer Service
- Answer incoming calls, emails, and web inquiries
- Book estimates and service calls
- Provide basic info on heat pumps, maintenance, and timelines
- Handle customer issues and escalate when needed
Invoicing & Payments
- Help prepare and send invoices (installs + service)
- Process payments and track receivables
- Follow up on outstanding invoices
- Assist with financing or rebate documentation (common in BC)
Administrative & Office Support
- Maintain job files and customer records (CRM)
- Assist with warranty registration and equipment-related paperwork
- Support bookkeeping (liaising with external accountant / bookkeeper)
Permits, Rebates & Documentation
- Help process permits and inspection paperwork
- Assist customers with rebate programs (e.g., CleanBC, federal grants)
- Ensure documentation is complete and submitted on time
Internal Coordination
- Communicate between field crews and office
- Track job progress and flag delays/issues
- Support the Operations Manager with reporting and job status updates
Skills & Experience
Required
- 3+ years in an administrative or office role
- Strong organization and multitasking ability
- Excellent communication (phone + email)
- Comfortable with scheduling and coordinating multiple moving parts
- Basic accounting knowledge (invoicing, AR/AP)
- Proficiency with tools like: Housecall Pro or similar (preferred), QuickBooks or equivalent, Google Workspace.
Preferred
- Experience in HVAC, construction, or trades
- Familiarity with heat pumps or home services
- Knowledge of BC rebate programs
Work Structure
- In-office (some flexibility depending on at-home office environment)
- Part-time: 25-30 hours a week
- Typical shifts: 4–6 hours/day, 4–5 days/week
- Ideally available during peak call hours (e.g., 8:00 AM – 2:00 PM)
Growth Opportunities
- Full time position or Office Manager role
Compensation (BC Market Range)
- $50,000 – $65,000/year depending on experience
- Potential bonuses tied to performance or company targets