Remote Administrative Assistant / Service Coordinator
Dandor Trade Corporation
Location: Remote (Ontario) – Occasional In-Person Meetings in King City, ON
Employment Type: Full-Time
About Us
Dandor Trade Corporation is a growing service company specializing in commercial HVAC, refrigeration, industrial electrical, automation, and mechanical services throughout the Greater Toronto Area. We are looking for a highly organized and proactive Administrative Assistant / Service Coordinator to become the backbone of our office operations and support our field service team.
Position Summary
This is a remote work-from-home position responsible for coordinating day-to-day office activities, supporting technicians in the field, managing customer communications, and ensuring all administrative records remain accurate and up to date.
The successful candidate must be self-motivated, highly organized, and comfortable working independently while supporting a fast-paced service business. While the role is primarily remote, the candidate must be available to attend occasional in-person meetings at our King City office, typically no more than once per week when requested.
Key Responsibilities
Customer Service & Scheduling
Answer incoming phone calls and emails from customers.
Schedule service calls, maintenance visits, and project-related work.
Coordinate technician dispatch and daily schedules.
Follow up with customers regarding appointments, quotations, and service completion.
Maintain professional and timely communication with clients.
QuickBooks & Invoicing
Convert completed work orders into customer invoices.
Create and issue invoices accurately and promptly.
Enter and maintain customer, vendor, and job information in QuickBooks.
Track purchase orders, expenses, and job-related documentation.
Assist with accounts receivable follow-up and collections.
Ensure all invoicing and records are maintained accurately.
Administrative Support
Monitor and manage company email inboxes.
Respond to customer inquiries and direct requests appropriately.
Organize and maintain digital records and documentation.
Prepare service reports, quotations, and administrative documents.
Maintain employee certifications, training records, and company files.
Assist with permits, compliance documentation, and project administration.
Ensure administrative systems remain current and organized.
Operations Support
Track open work orders and ensure timely completion.
Assist with procurement and material ordering as required.
Coordinate communication between customers, technicians, suppliers, and management.
Support management with reporting, data entry, and special projects.
Qualifications
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Comfortable using computers and learning new software.
Detail-oriented and able to manage multiple tasks simultaneously.
Professional, reliable, and customer-service oriented.
Ability to work independently from a home office environment.
Reliable internet connection and access to a computer.
Valid driver's licence and ability to attend occasional meetings in King City, ON when requested.
Ideal Candidate
You may be a great fit if you are:
A university student, recent graduate, or early-career professional looking to build business and operations experience.
Naturally organized and enjoy keeping things on track.
Comfortable communicating with customers by phone and email.
A quick learner who enjoys taking on new challenges.
Interested in learning about business operations, scheduling, bookkeeping, customer service, and project coordination.
Experience
Previous experience in administration, customer service, scheduling, bookkeeping, QuickBooks, construction, HVAC, or related industries is considered an asset, but is not required. We are willing to train the right candidate who demonstrates strong organizational skills, initiative, and a willingness to learn.
Training Provided
The successful candidate will receive training on:
QuickBooks and invoicing procedures.
Technician scheduling and dispatching.
Work order management.
Customer communication processes.
Internal administrative systems and procedures.
Compensation
Competitive salary based on experience.
Flexible remote work environment.
Training and professional development opportunities.
How to Apply
Please submit your resume along with a brief cover letter outlining your experience with customer service, scheduling, QuickBooks, and administrative support.
Only candidates selected for an interview will be contacted.
Pay: $40,000.00-$60,000.00 per year
Work Location: Hybrid remote in King City, ON L7B 1K5
