Administrative Coordinator

Job summary

The Administrative Coordinator provides high-level customer service and administrative support to the operations team, including contract renewals, billing, and proposal preparation. They ensure accurate invoicing, manage work-in-progress reports, and collaborate with team members to meet client KPIs.

Job details

If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the GDI Ainsworth team today! Job Summary: This position provides a high level of customer service support to meet internal and external customer requirements. Assists Operations with admin functions with respect to contract renewals, contract proposals, billing, reconciling and works collaboratively with team members to ensure the administration of multiple back office processes are executed accordingly to ensure the service delivery cycle flows accordingly and client KPI’s are met. The Admin Support fully supports the Service Operation Team and provides the information required to deliver on the expectations of our clients. Key Responsibilities * Assist Operations with new maintenance contract documents including costing sheets and final proposal letters. * Prepare and submit invoices packages. * Completes contract costing sheets, sub-contractor quotes final proposal letters to customers. * Review work orders, technician notes, timesheets, and material usage to ensure accurate and complete billing. * Verify pricing, markups, contract rates, and warranty status prior to invoicing. * Submit invoices through customer portals, email, or other required platforms. * Reconcile work order data and maintain alignment with invoicing requirements. * Manage the Work In Progress (WIP) report, addressing aged items and meeting invoicing KPIs. * Update work order details and upload invoices to customer portals as required. * Act in a professional manner to reflect positively on Ainsworth. * Identify & Suggest opportunities for Process Improvements & efficiencies within department * Sensitivity to confidential matters may be required * Adhere to all company policies and procedures. * Promote and perform all job functions in a safe and healthful manner, abiding by and in accordance with all applicable Health, Safety and Environmental company policies and government legislation/regulations. * Perform other duties as assigned by Management. Education , Experience & Skills Required * Post‑secondary education in a related field or equivalent experience. * 2– 4 years of billing or accounting experience, ideally within mechanical service, HVAC, plumbing, or construction. * Strong understanding of service billing processes, work orders, and contract billing. * Experience with ERP or service management software; strong computer proficiency. * Exceptional attention to detail, accuracy, and organizational skills. * Effective verbal and written communication skills, with the ability to document information clearly. * Customer‑focused mindset with the ability to anticipate and address customer needs. * Ability to build strong working relationships across all levels of the organization. * Demonstrated ability to work independently, manage deadlines, and prioritize a high workload. * Professional, reliable, and able to handle confidential information with discretion. * Knowledge of general business procedures. * Strong team orientation, contributing to a collaborative and supportive work environment. * Demonstrates integrity, initiative, and a proactive approach to problem‑ The salary range is $55,000.00 - $68,000.00 per year. Actual salaries will vary based on factors such as education, experience, knowledge, skills, and abilities, as well as alignment with market data. The base salary is just one component of Ainsworth’s total compensation package, which also includes additional rewards and benefits such as short-term incentives and health insurance, among others. This posting is for an active and current vacancy; interested applicants are encouraged to apply as soon as possible. Why work at GDI Ainsworth? GDI Ainsworth is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following: Benefits: Comprehensive health, dental and medical benefits, including wellness supports, RSP matching and generous vacation Rewards: Service milestones and peer recognition plus Employee Discounts and Incentives Flexibility: Hybrid working models, where applicable Diversity: An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted. GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request. GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.

What you’ll do

The Administrative Coordinator provides high-level customer service and administrative support to the operations team, including contract renewals, billing, and proposal preparation. They ensure accurate invoicing, manage work-in-progress reports, and collaborate with team members to meet client KPIs.

Requirements

Candidates must have post-secondary education and 2-4 years of billing or accounting experience, preferably in mechanical, HVAC, or construction sectors. Strong proficiency in ERP software, attention to detail, and effective communication skills are essential for this role.

Benefits

• Comprehensive health benefits
• Dental benefits
• Medical benefits
• Wellness supports
• RSP matching
• Generous vacation
• Service milestones
• Peer recognition
• Employee discounts
• Incentives

Listed skills

• Billing · Preferred
• Accounting · Preferred
• Customer service · Preferred
• invoicing · Preferred
• Attention to detail · Preferred
• Communication Skills · Preferred
• Problem solving · Preferred
• Time management · Preferred
• Process Improvement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Billing
• Accounting
• Customer service
• Contract administration
• Invoicing
• Work order management
• ERP software
• Service management software
• Attention to detail
• Communication skills
• Organizational skills
• Problem-solving
• Time management
• Data reconciliation
• Process improvement
• Process Improvement
• Service Management
• Communication
• Key Performance Indicators (KPIs)
• Operations
• Environment Health And Safety
• Prioritization
• Innovation
• Detail Oriented
• Organizational Skills
• Professionalism
• Customer Service
• Construction
• HVAC
• Team Oriented
• Plumbing
• Workplace Inclusivity
• Requirements Management
• Health Insurance

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support
• Construction
• Manufacturing
• Administrative Coordinator
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

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