Service and Admin Coordinator

Your Opportunity: Build a career with an established Plumbing contractor serving the GTA and surrounding community. You will work in a professional, clean and modern office, with a team of professionals. We are a mission, values and purpose driven organization, we hire for culture fit and reward our people for delivering on expectations.

Our Company: Multi-Flow Systems Inc. is a licensed and insured commercial and industrial plumbing contractor serving businesses across the GTA. We provide honest, hassle-free plumbing and heating solutions that help businesses run smoothly and simplify day-to-day operations, including installation, design, inspections, maintenance and hydro jetting services. We are committed to transparency, safety, reliable service and outstanding customer support.

Our Purpose: We focus raising the standard of client service and quality.

Our Mission: Multi-Flow Systems Inc. was founded with the goal of delivering honest and dependable service by offering unparalleled plumbing and heating expertise

Our Values: We live by our core values, please carefully consider if this is a fit for you:

1. Don’t find a fault, find a solution. We focus on solutions to problems.

2. Proud professionals. We take pride in our work; we strive to raise the bar in the industry.

3. Pursue growth. We are always looking for ways to improve both personally and professionally.

4. Reliable relationships. We believe in living up to our commitments to our customers and each other.

The Role: We are seeking a motivated and organized Service & Administration Coordinator to support daily service operations and office administration. In this role, you will act as the central point of coordination between customers, technicians, suppliers, and subcontractors, ensuring service requests are efficiently managed from intake to completion and providing Accounts Payable (AP) and Accounts Receivable (AR) support, including invoice processing, billing, and payment follow-up. The ideal candidate thrives in a fast-paced environment and can effectively manage multiple priorities with minimal supervision.

Responsibilities

• Respond to customer phone calls, emails, and service requests, and enter work orders into the company system.
• Schedule and dispatch plumbers and service technicians to service, repair, maintenance, and installation jobs.
• Coordinate job details with customers, technicians, suppliers, and subcontractors to ensure timely service delivery.
• Follow up with technicians to confirm work completed, materials used, labour hours, and any additional service requirements.
• Assist in preparing and sending customer quotations for plumbing repairs, installations, and preventative maintenance services.
• Prepare customer invoices for review and submission, ensuring all labour, materials, and subcontractor costs are accurately captured.
• Process supplier invoices, allocate costs to the appropriate jobs, and submit invoices for payment.
• Maintain regular communication with customers, providing updates on job status, scheduling changes, and service completion.
• Follow up with customers to ensure satisfaction and address any service-related concerns.
• Monitor Accounts Receivable by following up on overdue invoices and supporting collection efforts.
• Maintain accurate job records, service documentation, and administrative files.
• Provide general administrative support and assist with other office duties as required.

Key Performance Accountabilities

• Respond to all service requests, leads and referrals within a day.
• Provide customer quotes within 3 business days for quoted repairs
• Follow up on quoted repair proposals within 7 business days and achieve 80% approval rating
• Ensure all parts are ordered and arrive in time for projects, and ensure all subcontractors are scheduled when needed.
• Prepare and send the invoices within 3 business days.

Qualifications

• College diploma or equivalent administrative experience.
• Minimum 2 years of experience in plumbing, construction, service related environment.
• Strong customer service, communication and follow-up skills.
• Excellent organization, time management and attention to detail.
• Proficiency with Microsoft Office, including Excel and Word.
• Ability to learn new software systems quickly.
• Comfortable coordinating with technicians, customers, suppliers and subcontractors.
• Ability to work independently and adapt in fast-paced environment.

The Ideal Employee Behavioral Characteristics

• Careful with rules
• Conscientious
• Thorough
• Precise
• Concerned with rules and accuracy
• Quick to connect
• Fluent
• Fast-talking
• Lively
• Enthusiastic

Job Types: Full-Time, Permanent

Salary: From $50,000/ year (negotiable based on experience)

Bonus: Annual bonus based on achievement of success metrics.

Benefits and Perks:

• Casual dress code
• Dental care
• Vision care
• Disability insurance
• Extended health care
• On-site parking

Qualified candidates will be asked to complete a two-part Predictive Index assessment as part of the application process.

Pay: $50,000.00-$60,000.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Extended health care
• On-site parking
• Vision care

Education:

• DCS / DEC (preferred)

Experience:

• Plumbing, Construction or Service related: 2 years (required)

Work Location: In person