Job Title

Legacy Mechanical Services Inc. is trusted by the Winnipeg community for providing reliable plumbing, heating, and cooling services with a commitment to integrity and quality. The company believes in fostering a culture of ownership among its employees, ensuring exemplary customer care and business growth. Serving both residential and commercial clients, Legacy Mechanical Services takes pride in delivering innovative and effective solutions for HVAC and plumbing needs. The team is passionate about providing a higher level of service, ensuring that every project reflects the company's dedication to excellence.Role DescriptionThis is a full-time, on-site Administrative Assistant role located in Winnipeg, MB. The Administrative Assistant will be responsible for performing daily administrative and clerical tasks, including:Administrative SupportAnswer and direct customer calls, including service inquiries and emergency requestsGreet and assist walk-in customers, vendors, and techniciansPrepare, edit, and proofread service documents, estimates, and reportsManage incoming and outgoing mail, deliveries, and parts shipmentsAssist with permitting paperwork, job documentation, and warranty submissionsDispatching & SchedulingSchedule and dispatch HVAC and plumbing technicians for service, maintenance, and installation callsPrioritize jobs based on urgency, technician availability, and locationTrack technician status and job progress throughout the dayCommunicate job details, updates, and parts requirements to techniciansCoordinate after-hours or emergency service appointments when requiredMaintain accurate records of dispatch times, job notes, and completed workOffice ManagementMaintain and order office suppliesOrganize and update customer files, service history, and equipment recordsCoordinate maintenance or repairs for office equipment and fleet vehiclesKeep office areas clean, organized, and presentableData & Record ManagementEnter and update customer information, work orders, invoices, and quotes in the service management systemTrack parts, materials, and inventory levels as neededProcess payments for retail service callsMaintain property management contact lists and documentationCommunication & CoordinationAct as a liaison between customers, technicians, suppliers, and managementCommunicate scheduling changes, delays, and follow-ups to customersAssist with planning installations, coordinating materials, and confirming job detailsHelp prepare meeting materials, reports, and internal communicationsSupport to Management and OperationsHelp with marketing tasks such as sending reminders, posting updates.Support safety program administration, training schedules, and record-keepingQualificationsStrong Administrative Assistance and Clerical Skills for organizing schedules, maintaining records, and managing daily office operationsProficiency in Phone Etiquette and Communication to effectively handle customer and team interactionsExperience in Executive Administrative Assistance for supporting senior staff with tasks such as scheduling appointments, managing correspondence, and handling confidential informationAttention to detail and problem-solving skills for efficient task managementProficiency in computer applications, including word processing, spreadsheets, and office softwareAbility to multitask in a fast-paced environment and prioritize effectivelyPrevious experience in administrative or office roles is preferredExperience RequiredHigh School diploma or equivalentPrevious experience in an in-person customer service, administrative or clerical rolePrevious work in a fast-paced environment that involves constant interaction with customers and service technicians, delivering friendly and courteous service while maintaining administrative responsibilitiesWorking knowledge of office equipmentWorking knowledge of Word, Excel and scheduling softwareMotivated individual who wants to learn all aspects of TradeExcellent time management skills and the ability to prioritize workStrong organizational skills with the ability to multi-taskExcellent written and verbal communications skills with emphasis on fluent and respectful phone etiquetteAttention to detail and problem solving skillsAbility to establish and maintain good working relationships with all levels of staff, clients, and suppliersProficiency with Mac Operating Systems considered an assetPrevious experience with the plumbing, heating & cooling industry, considered an assetPrevious experience with social media, website oversight, marketing strategies, SEO, and Online Merchandise Sales & Marketing not required, but considered an assetBenefitsExtended Health and Dental BenefitsLife InsuranceAdvancement opportunitiesCompany events & social hours