Bookkeeper​/Office Administrator

We are a growing refrigeration and HVAC company seeking a highly organized and detail-oriented Bookkeeper / Office Administrator to join our team. This position plays a key role in coordinating daily service operations, managing accounts receivable, maintaining accurate financial records, and supporting both technicians and customers.

This is an ideal opportunity for someone who enjoys balancing operations, accounting, and customer service in a fast-paced service environment.

Key Responsibilities

Dispatch & Service Coordination

• Schedule and dispatch service technicians for refrigeration and HVAC service calls, maintenance, and emergency work
• Prioritize calls based on urgency, location, and technician availability
• Maintain real-time communication with technicians regarding job status and scheduling changes
• Create and manage work orders in service management software
• Ensure accurate job documentation, time tracking, and material usage entry
• Follow up on outstanding or incomplete service calls

Customer Service & Administration

• Answer incoming calls and emails professionally
• Respond to customer inquiries and provide scheduling updates
• Prepare and issue service quotes as directed
• Maintain customer records, contracts, and maintenance agreements
• Support management with reporting and general administrative tasks

Bookkeeping & Financial Management

• Manage accounts receivable, including invoicing, payment processing, and collections
• Maintain accurate financial records and perform reconciliations
• Prepare payroll information and submit to payroll provider (if applicable)

Inventory & Purchasing Support

• Track parts and materials used on jobs
• Coordinate parts ordering with suppliers
• Monitor stock levels and assist with inventory reconciliation

Qualifications

• 1–2 years of experience in office administration and bookkeeping
• Experience in HVAC, refrigeration, plumbing, or trade/service industry preferred
• Proficiency with accounting software (e.g., Quick Books Online or similar)
• Experience with service dispatch or field service management software is an asset
• Strong understanding of accounts receivable, accounts payable, and reconciliations
• Excellent organizational and multitasking skills
• Strong communication and problem-solving abilities
• Ability to work independently in a fast-paced service environment
• Strong attention to detail and commitment to professionalism

Reporting Structure

This position reports directly to the Owner/Operations Manager.

If you are an organized, reliable, self-motivated individual who takes pride in quality work, we encourage you to apply. Note that only those selected for an interview will be contacted.

Salary will be commensurate with experience.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Fox Refrigeration will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. Please inform Human Resources of any accommodation(s) required, and we will work with you to ensure a fair and accessible recruitment experience.

AI tools may be used to support parts of the recruitment process (such as screening resumes and scheduling or organizing candidate information). Final decisions on all hiring steps are always made by HR and our management teams.