Service Coordinator, Technical Services HVAC at BGIS · Ottawa

SERVICE COORDINATOR, TECHNICAL SERVICES HVAC Location: Ottawa, ON, Canada SUMMARY The Service Coordinator provides centralized administrative and operational support to technical service operations, with a primary focus on service estimating, quoting, repair coordination, and financial administration. The role works closely with Operations, Service Managers, field Technicians, and Sales to support the timely preparation of service quotes, maintain accurate service records, and enable the efficient execution of approved service work. This position is responsible for coordinating service requests from initial intake through execution, supporting cost development and quote preparation, managing administrative processes such as Technician corporate credit cards and expense tracking, and ensuring service documentation, financial records, and system data are accurate, complete, and maintained in accordance with governance and policy requirements. KEY DUTIES & RESPONSIBILITIES  Project Coordination Assistance / Administration: • Coordinate service requests from initial intake through estimating, approval, execution, and close‑out, supporting repairs, deficiencies, upgrades, and small works.  • Support preparation of service estimates and quotes by gathering scope details, site information, drawings, specifications, and equipment requirements.  • Assist operations and service leadership with labour, material, subcontractor, and equipment costing to support accurate and timely quoting.  • Prepare, track, and maintain service quotes, approvals, documentation, and version control in alignment with pricing standards and governance requirements.  • Coordinate scheduling of field technicians and subcontractors, ensuring materials, access requirements, and documentation are in place to support efficient service delivery.  • Monitor service execution progress, maintain work order documentation, and escalate schedule, scope, or cost risks as required.  • Provide administrative oversight of technician expense tools (e.g., corporate credit cards), including transaction tracking, reconciliation, receipt compliance, and audit support.  • Deliver day‑to‑day administrative and financial support for service operations, including purchase orders, invoicing readiness, budget tracking, and estimate‑to‑actual variance monitoring.  • Maintain accurate service, estimating, and financial records; support reporting, dashboards, and leadership updates; and ensure data integrity across service management systems. • Prepare and supply detailed service reports to clients.  • Manage service contracts and ensure compliance with contractual requirements.  • Review labor hours and material allocations, identifying and resolving discrepancies.  • Coordinate with internal teams to ensure work is completed within planned hours and material budgets.  • Assist in monitoring contract performance and maintaining compliance with established service standards. • Collaborate with cross-functional teams to support process improvements, workflow efficiency, and operational consistency • Develop proposals for large-scale projects and monitor budgets, costs, and project performance from project initiation through completion to ensure successful delivery and financial accountability. • Monitor work order status and follow up on outstanding tasks to help improve service delivery and customer satisfaction. • Co-ordinate with Regional Leaders to provide metrics that will drive business goals i.e. WIP, Work Order Management, Operational Approvals • Other duties as assigned.   KNOWLEDGE & SKILLS • 3 to 5 years of project administration work experience or administrative work experience with a Community college diploma or equivalent training.  3–5 years of experience in service coordination, project administration, or administrative support, supported by a community college diploma or equivalent training.  • Strong administrative, organizational, and coordination skills, with the ability to manage multiple service activities, priorities, and deadlines.  • Working knowledge of service or project coordination processes, including estimating support, scheduling, documentation, and financial administration.  • Effective written and verbal communication skills, with the ability to work collaboratively across operations, field teams, and internal stakeholders.   • High level of computer proficiency, including strong working knowledge of the MS Office suite (particularly Excel) and the ability to quickly learn and adapt to new systems.  • Experience using business, scheduling, document management, service management, or CRM applications to support service delivery, reporting, and data integrity.   Licenses and/or Professional Accreditation • None required. • Demonstrates an interest in pursuing Project Management Institute Accreditation.   This is a regular, full-time position with a salary range of per $54,185 - $67,732 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.