Administrative Assistant / Service Coordinator
Location: Elmira, ON
Company: CJ Brubacher Ltd.
Job Type: Full-Time (In Person)
Join a Team That's Been Serving Waterloo Region Since 1923
CJ Brubacher Ltd. is a family-owned and operated company proudly serving Waterloo Region and surrounding areas with Plumbing, HVAC, Electrical, Construction, Gas Fitting, Pipe Fitting, and Metal Fabrication services.
As our company continues to grow, we're looking for an organized, motivated, and customer-focused Administrative Assistant / Service Coordinator to join our office team.
This is a dynamic, fast-paced office position that combines customer service, dispatching, scheduling, invoicing, and general administration. Every day is different, and the successful candidate will enjoy multitasking, solving problems, and supporting both our customers and field technicians.
Key Responsibilities
- Answer incoming phone calls, emails, and website inquiries in a professional and friendly manner.
- Schedule and dispatch Plumbing, HVAC, and Electrical technicians efficiently while adapting to changing priorities throughout the day.
- Coordinate emergency service calls and adjust technician schedules as required.
- Create, update, and manage service work orders.
- Prepare, review, and process customer invoices with a high level of accuracy.
- Follow up with customers regarding appointments, estimates, completed work, invoices, outstanding balances, and service inquiries.
- Assist with payment processing, warranty claims, and customer account inquiries.
- Communicate with technicians throughout the day to ensure jobs remain on schedule and customers stay informed.
- Order parts and coordinate with suppliers as required.
- Maintain accurate customer records and documentation.
- Prepare estimates, proposals, and customer correspondence.
- Complete a variety of general administrative duties including data entry, filing, document management, scanning, and other office tasks as required.
- Work closely with office staff, technicians, estimators, and management to help ensure daily operations run smoothly.
What We're Looking For
The ideal candidate will have:
- Excellent organizational and time management skills.
- Strong customer service and communication skills.
- Excellent written and verbal communication.
- The ability to prioritize multiple tasks in a fast-paced environment.
- Strong attention to detail and accuracy.
- A positive, professional attitude and willingness to learn.
- The ability to work independently while contributing to a collaborative team.
- Confidence using computers and the ability to quickly learn new software.
Preferred Qualifications
- Previous administrative or customer service experience.
- Dispatching or scheduling experience is considered a strong asset.
- Experience in Plumbing, HVAC, Electrical, Construction, Manufacturing, or another skilled trades environment is an asset.
- Experience with Microsoft Office (Word, Excel, Outlook).
- Experience with dispatch or scheduling software is an asset.
- Experience with QuickBooks or other accounting software is beneficial.
- Experience managing social media is considered an asset.
What We Offer
- Competitive hourly wage based on experience.
- Full-time hours (40+ per week).
- Overtime opportunities (not mandatory).
- Extended health benefits.
- RRSP matching.
- Profit sharing program.
- Performance bonuses and commission opportunities.
- Ongoing training and career development.
- Employee appreciation events.
- Annual golf tournament.
- Monthly incentives.
- Optional employee outings.
- Opportunity to earn one of our employee incentive trips.
- Casual dress.
- On-site parking.
- Stable, year-round employment with a company that has proudly served the community for over 100 years.
Schedule
- Monday to Friday
- 8-hour shifts
- Full-time
- In-person position located in Elmira, Ontario
Education & Experience
Education
- High School Diploma preferred.
Experience
- Administrative experience preferred.
- Dispatching or service coordination experience is considered an asset but not required.
Why CJ Brubacher?
At CJ Brubacher Ltd., our employees are the foundation of our success. We pride ourselves on creating a supportive, team-oriented workplace where hard work is recognized and opportunities for growth are encouraged.
If you're someone who enjoys helping people, staying organized, solving problems, and working in a fast-paced office environment, we'd love to hear from you.
Apply today and become part of the CJ Brubacher team!
Pay: $18.31-$31.84 per hour
Work Location: In person
