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 Description This 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 Support Answer and direct customer calls, including service inquiries and emergency requests Greet and assist walk-in customers, vendors, and technicians Prepare, edit, and proofread service documents, estimates, and reports Manage incoming and outgoing mail, deliveries, and parts shipments Assist with permitting paperwork, job documentation, and warranty submissions Dispatching & Scheduling Schedule and dispatch HVAC and plumbing technicians for service, maintenance, and installation calls Prioritize jobs based on urgency, technician availability, and location Track technician status and job progress throughout the day Communicate job details, updates, and parts requirements to technicians Coordinate after-hours or emergency service appointments when required Maintain accurate records of dispatch times, job notes, and completed work Office Management Maintain and order office supplies Organize and update customer files, service history, and equipment records Coordinate maintenance or repairs for office equipment and fleet vehicles Keep office areas clean, organized, and presentable Data & Record Management Enter and update customer information, work orders, invoices, and quotes in the service management system Track parts, materials, and inventory levels as needed Process payments for retail service calls Maintain property management contact lists and documentation Communication & Coordination Act as a liaison between customers, technicians, suppliers, and management Communicate scheduling changes, delays, and follow-ups to customers Assist with planning installations, coordinating materials, and confirming job details Help prepare meeting materials, reports, and internal communications Support to Management and Operations Help with marketing tasks such as sending reminders, posting updates. Support safety program administration, training schedules, and record-keeping Qualifications Strong Administrative Assistance and Clerical Skills for organizing schedules, maintaining records, and managing daily office operations Proficiency in Phone Etiquette and Communication to effectively handle customer and team interactions Experience in Executive Administrative Assistance for supporting senior staff with tasks such as scheduling appointments, managing correspondence, and handling confidential information Attention to detail and problem-solving skills for efficient task management Proficiency in computer applications, including word processing, spreadsheets, and office software Ability to multitask in a fast-paced environment and prioritize effectively Previous experience in administrative or office roles is preferred Experience Required High School diploma or equivalent Previous experience in an in-person customer service, administrative or clerical role Previous work in a fast-paced environment that involves constant interaction with customers and service technicians, delivering friendly and courteous service while maintaining administrative responsibilities Working knowledge of office equipment Working knowledge of Word, Excel and scheduling software Motivated individual who wants to learn all aspects of Trade Excellent time management skills and the ability to prioritize work Strong organizational skills with the ability to multi-task Excellent written and verbal communications skills with emphasis on fluent and respectful phone etiquette Attention to detail and problem solving skills Ability to establish and maintain good working relationships with all levels of staff, clients, and suppliers Proficiency with Mac Operating Systems considered an asset Previous experience with the plumbing, heating & cooling industry, considered an asset Previous experience with social media, website oversight, marketing strategies, SEO, and Online Merchandise Sales & Marketing not required, but considered an asset Benefits Extended Health and Dental Benefits Life Insurance Advancement opportunities Company events & social hours