HVAC Wholesale Administrator & Order Desk Coordinator

About FASco Distribution

FASco Distribution is a wholesale distributor serving HVAC contractors and industry professionals throughout Atlantic Canada. We are committed to providing quality products, knowledgeable service, and reliable support to our customers.

We are a team-oriented business that values strong customer relationships, collaboration, and taking ownership of our work. We take pride in delivering dependable service and making it easy for contractors to do business with us.

Position Summary

Are you someone who enjoys working with people, staying organized, and making sure things get done right?

FASco Distribution is looking for an HVAC Wholesale Administrator & Order Desk Coordinator to join our team in Bedford, Nova Scotia.

In this role, you'll be an important part of keeping our day-to-day operations running smoothly. From helping contractors find the products they need to coordinating orders, working with suppliers, and keeping customers informed, you'll play a key role in delivering the dependable service FASco is known for.

We're looking for someone who takes initiative, enjoys solving problems, and takes pride in following through. Whether you have experience in HVAC or bring strong customer service and administrative skills from another industry, we'd love to hear from you.

Key Responsibilities

• Receive, process, and accurately enter customer orders by phone, email, and in person, ensuring pricing, quantities, and customer information are correct.
• Respond to customer inquiries regarding product availability, pricing, order status, and delivery timelines, providing timely follow-up.
• Prepare customer quotes and coordinate with the sales team on larger quotations and project requirements.
• Coordinate customer orders from initial request through fulfillment, working closely with sales, warehouse, technical support, and accounting to ensure timely service.
• Proactively communicate backorders, delivery changes, and outstanding order issues to customers and relevant team members.
• Assist contractors with identifying HVAC equipment, parts, and accessories, referring technical or specialized inquiries to the appropriate team member.
• Prepare and maintain accurate invoices, packing slips, purchase orders, customer records, and other required documentation.
• Support inventory administration, including receiving documentation, monitoring stock availability, identifying shortages, and communicating replenishment needs.
• Liaise with suppliers regarding product availability, order status, delivery timelines, and discrepancies, escalating matters requiring approval.
• Assist with warranty documentation, product registrations, and claims administration as required.
• Provide general administrative and showroom support, including correspondence, filing, data entry, product literature, and maintaining an organized customer service area.
• Build positive customer relationships, communicate operational concerns to the Operations Manager, and follow established procedures while supporting team coverage and cross-training.

Qualifications & Skills

• Strong customer service and interpersonal skills, with the ability to build positive relationships with contractors, customers, and coworkers.
• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, email, and general computer applications.
• Experience with order-entry, inventory management, or ERP/accounting systems is an asset.
• Previous experience in HVAC, plumbing, electrical, construction supply, wholesale distribution, or a similar trade-related environment is considered an asset.
• Familiarity with HVAC equipment, parts, and terminology is beneficial, but training will be provided.
• Ability to work both independently and collaboratively in a busy, customer-focused environment.

What We're Looking For

We're looking for someone who is dependable, organized, and customer-focused, with a strong sense of ownership and follow-through.

The ideal candidate enjoys working with people, takes initiative in solving everyday problems, and works collaboratively to ensure customers receive timely, reliable service.

What We Offer

At FASco Distribution, we value our employees and recognize the importance of providing a supportive and rewarding work environment. We offer:

• Competitive compensation based on experience and qualifications
• Comprehensive group health and dental benefits
• Group RRSP program
• Paid vacation
• On-site parking
• Opportunities to learn and develop knowledge within the HVAC industry
• A supportive, team-oriented work environment

How to Apply

Interested candidates are encouraged to apply directly through Indeed.

Applications will be reviewed as they are received, and interviews may be scheduled throughout the recruitment process. We encourage interested candidates to apply early.

Equal Opportunity & Accessibility

FASco Distribution is committed to fair and equitable hiring practices and welcomes applications from qualified individuals of all backgrounds.

We are committed to providing reasonable accommodations throughout the recruitment and selection process. Applicants requiring accommodation are encouraged to let us know so that appropriate arrangements can be discussed.

Schedule: Monday to Friday, 8-hour days that can be scheduled between 7:30 a.m. and 4:30 p.m.

Expected hours: 40.0 per week

Work Location: In person