Administrative Assistant

*Company Overview*

Coastal Heat Pumps Co. Inc is a well-established and highly regarded residential and light commercial HVAC company dedicated to providing comfort and affordability to our customers. Our commitment to exceptional customer service is rooted in treating others the way we would like to be treated, earning us recognition as the Best Business of the Year by the Peninsula Chamber of Commerce for 2016.

*Position Overview*

The Administrative Assistant provides coordination and administrative support across Coastal Heat Pumps, sharing responsibilities primarily between the Projects and Operations teams. This role involves scheduling, remote work logistics coordination, data entry, pricing and reporting support, as well as general office administration and customer service. The opportunity to support our Project Manager and Operations Manager will help our team further develop our processes and business opportunities.

The ideal candidate is proactive, curious, and a quick learner who thrives in a fast-paced environment working with people at every level and can structure their own work without close supervision.

*Key Responsibilities*

*Projects Support*

• Book appointments and coordinate scheduling.
• Plan logistics for remote work: flights, accommodations, scheduling, shipping and freight.
• Support communication and problem solving during remote work.
• Track parts and coordinate with suppliers on availability.
• Build and maintain ongoing maintenance schedules for client sites.
• Process warranty registrations.
• Data entry, invoicing, and job booking into our CRM,
• Format estimate packages for client-ready presentation.
• Support business development: including, but not limited to communications with Indigenous communities and local project opportunities.

*Operations Support*

• Track and follow up on action items coming out of technician meetings.
• Help clear operational backlogs
• Manage backend paperwork for technicians.
• Maintain and update finance-related estimate email templates (promotions, expiry dates).
• Support price book management ? weekly updates, cross-referencing supplier pricing, and flagging bulk-buy opportunities.
• Pull together reports and summaries on recalls, repeat visits, and job/technician matching.
• Coordinate meetings, scheduling, site visit logistics, and vacation request tracking.
• Surface trend summaries to help prioritize follow-up (e.g., proactive outreach to repeat-visit customers, input for technician coaching).
• Prepare briefings and meeting minutes.
• Facilitate meeting follow ups.

*General Office & Customer Care*

• Keep the office tidy and organized (including day-to-day dishes/kitchen upkeep).
• Order and maintain office supplies and equipment.
• Manage day-to-day correspondence and filing.
• Prepare meeting spaces, materials, and refreshments for internal and client meetings.
• Help coordinate team events and gatherings (e.g., staff lunches, town halls).
• Handle confidential business, customer, and staff information with discretion.
• Conduct customer ?happy calls? or structured follow-ups to catch and triage issues early.
• Act as a dependable first point of contact and backup for the Project Manager and Operations Manager when necessary including managing their calendars, email inboxes, and prioritizing incoming requests without close supervision.

*Qualifications*

• 2 years experience working as part of a team; administrative or coordination experience is an asset (HVAC background not required ? we invest in training!).
• Proactive, curious, and comfortable taking ownership of tasks without being asked twice.
• Strong organizational skills and good judgment for prioritizing competing demands across two departments.
• Solid baseline computer literacy and comfort with the Microsoft ecosystem (Outlook, Word, Excel - including basic formulas), plus openness to using AI tools.
• Experience with a CRM/field service platform is a plus.
• High energy, a cooperati