Are you ridiculously organized, great with people, and strangely satisfied when every invoice is sent, every payment is accounted for, and every loose end is tied up?
We might be looking for you.
South Island Mechanical is looking for an experienced Operations Coordinator – Accounts Receivable to join our team. This is a fast-paced, hands-on role within our day-to-day Operations Team, with a key focus on invoicing, accounts receivable, collections and client account management — along with supporting the many moving pieces that keep our service operations running.
If you're the person who notices the missing detail, follows up without being asked, isn't afraid to pick up the phone, and genuinely enjoys getting things DONE... keep reading.
What You'll Do
No two days are exactly the same, but you'll be responsible for things like:
- Preparing, reviewing and processing service and project invoicing
- Managing accounts receivable and monitoring outstanding customer accounts
- Following up on overdue accounts and coordinating collection efforts
- Communicating professionally with clients regarding invoices, account balances, purchase orders and payment inquiries
- Applying and tracking customer payments and maintaining accurate account records
- Coordinating and dispatching service calls and scheduled work
- Managing and monitoring technician schedules for accuracy and completeness
- Answering incoming calls and assisting clients with service requests
- Working collaboratively with our Operations Team to coordinate jobs from start to finish
- Preparing client reports, maintaining equipment checklists and asset records.
- Receiving parts and updating jobs accordingly
- Liaising with property managers and contract clients to coordinate service calls, follow-ups and ongoing requirements
- Maintaining accurate client and job records
- Keeping clients informed and making sure the details are taken care of
Who We're Looking For
Organization isn't something you try to do — it's just how your brain works.
You're comfortable managing a varied workload, shifting priorities and plenty of moving pieces without losing sight of the details. You understand that good accounts receivable isn't just about numbers — it's about accuracy, consistency, follow-through and professional client relationships.
You're comfortable sending the email, making the call and following up again when necessary. You can be friendly and professional while still being persistent, and you don't let outstanding items quietly disappear into the abyss.
You're also:
- Exceptionally organized and detail-oriented
- Dependable, reliable and accountable
- Comfortable and confident communicating with clients regarding invoices, payments and outstanding accounts.
- Friendly, approachable and professional
- Strong in both written and verbal communication
- Comfortable working independently and collaboratively
- Naturally proactive and willing to take ownership
- Tech-savvy and comfortable learning new systems
- Able to prioritize effectively in a fast-paced, changing environment
- Comfortable working with numbers and spotting discrepancies
- Experienced in an office, administrative or accounts receivable environment, ideally 5+ years
Experience with accounts receivable, commercial service, trades, construction, property management or a similar fast-paced environment would be a definite asset.
Tech Skills
You'll be working with technology every day, so being comfortable behind a computer is important.
Experience with the following is an asset:
- Accounting and invoicing software
- Google Workspace — Gmail, Drive, Calendar, Keep, Sheets, etc.
- Mac / Apple operating systems
- Pages and Numbers
- Scheduling and service management software
- HVAC/R or mechanical terminology
Don't know the difference between an RTU and an AHU yet? We can work with that.
Not afraid of an aging receivables report? Even better.
Who Are We?
South Island Mechanical Ltd. is a locally owned commercial HVAC/R and mechanical service company serving Greater Victoria and South Vancouver Island.
We're growing, but we're big believers that growth shouldn't mean losing the culture that got us here.
We work hard, help each other out and take what we do seriously — without taking ourselves too seriously.
We offer a professional, positive and supportive workplace, a pretty awesome team, and a role where the work you do genuinely matters to our day-to-day success.
What We Offer
- Full-time, permanent position
- Monday–Friday schedule
- Wages aligned with Greater Victoria's current Living Wage rate
- Employer-paid extended health and dental benefits
- Paid vacation
- 6 paid sick days annually
- Casual dress
- On-site parking
- Company events and team activities
- A supportive, collaborative work environment
- Stability and opportunity with a growing local company
Think you'd fit in?
We'd love to hear from you.
Send us your resume and tell us a little about yourself — especially why you think you'd be a great addition to our Operations Team.
Job Types: Full-time, Permanent
Pay: $54,000.00-$56,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care
Experience:
- Administrative: 3 years (preferred)
Work Location: In person
