Maintenance Coordinator/Administrator
Founded in 1983, Sychem Inc. is a privately owned business specializing in professional HVAC and water treatment solutions for condominiums, hotels, apartments, and commercial buildings. With over 35 years of industry expertise, we pride ourselves on ethics, integrity, and long-term client partnerships.
At Sychem, you’ll join a close-knit, supportive team in a growing company that values curiosity, accountability, and innovation. We encourage every team member to think critically, solve problems, and continuously learn.
Job Description About Sychem Inc.Founded in 1983, Sychem Inc. is a privately owned business specializing in professional HVAC and water treatment solutions for condominiums, hotels, apartments, and commercial buildings. With over 35 years of industry expertise, we pride ourselves on ethics, integrity, and long-term client partnerships.
At Sychem, you’ll join a close-knit, supportive team in a growing company that values curiosity, accountability, and innovation. We encourage every team member to think critically, solve problems, and continuously learn.
About the RoleWe are seeking a Maintenance and Sales Coordinator/Administrator who thrives in a fast-paced environment, enjoys organization and communication, and can keep our service operations running efficiently.
You’ll act as a key point of contact for customers and Property Managers, coordinate technician schedules, and ensure each job – from maintenance visits to estimates and invoicing – is handled smoothly from start to finish.
Key Responsibilities Maintenance Scheduling & Coordination- Review buildings due for scheduled maintenance ahead of each season; use the Master Data calculation tool to determine number of units and required maintenance days
- Prepare proposed maintenance dates and send to Property Managers for approval; follow up until confirmed
- Approach Property Managers at least 1-2 months ahead of each season to book maintenance services
- Enter approved dates into the Maintenance Master Schedule; organize buildings back-to-back with no spare days for Maintenance Techs
- Keep the schedule and Master Data up to date as dates are added, changed, or rescheduled
- Send proposals for potential new buildings
- Enter maintenance services into the Service email calendar
- Send reminders to Property Managers a week before service, including equipment drop-off details
- Dispatch maintenance technicians to scheduled jobs and coordinate daily assignments
- Coordinate with the staffing agency for additional technicians as needed
- Check technician hours in Connecteam and correct missed clock-ins/outs
- Communicate with Property Managers regarding technician delays (e.g., traffic)
- Create worksheets and equipment packages for technicians; schedule equipment drop-off and pickup
- Collect completed maintenance sheets/worksheets from technicians and ensure all are returned and processed
- Enter maintenance sheet data into the system
- Prepare estimates for non-stocked parts identified during service calls, using established S-codes, and send for customer approval
- Review in-shop diagnostic reports, prepare repair estimates, and send to customers; escalatesourcing of non-standard parts as needed
- Create Potential Repairs and invoice once approved by the HVAC Manager
- Prepare and send maintenance and water treatment invoices to Property Managers; communicate with chemical customers
- Log completed services in the Service Tracker and scan Work Orders for Accounting
- Create customers, estimates, and invoices in Quick Books Online; create sales codes for new parts and services
- Prepare deposit sheets and deposit cheques; look after petty cash
- Update the Price List using the Price Analysis Sheet
- Charge/pre-authorize customer…
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