Job Description
Salary: $100K plus benefits
Location: Vaughan (On-site, 5 days/week)
Industry: HVAC
Position Type: Management (Direct reports)

1. Financing & Documentation Oversight

   • Manage and verify all financing paperwork related to HVAC sales and installations.

   • Ensure bill of sale, loan agreements, and customer identification documents are properly matched, accurate, and compliant.

   • Audit application packages for completeness and flag any inconsistencies.

2. Workflow & Customer Process Coordination

   • Oversee the administrative steps between sale closure and installation, ensuring timely follow-up and documentation.

   • Monitor and manage the Certificate of Completion (COC) process, ensuring accurate completion and proper upload for each job.

   • Coordinate with service coordinators and installers to confirm all documentation is collected pre- and post-installation.

3. TPV and Warranty Management

   • Ensure Third-Party Verifications (TPV) are scheduled, completed, and documented in a timely manner.

   • Register all equipment warranties with suppliers/manufacturers upon install completion.

   • Manage and submit warranty claims, including coordinating with service teams and suppliers on necessary paperwork.

4. Compliance & Record Keeping

   • Maintain organized and accurate records of all customer documents, agreements, COCs, and installation data.

   • Ensure files are securely stored and accessible for audit or review.

   • Track deadlines for warranty registrations and TPV follow-ups to ensure compliance with internal standards and vendor guidelines.

5. Customer Service & Satisfaction

   • Act as a point of contact for customer concerns and complaints, ensuring timely resolution and clear communication.

   • Investigate issues related to documentation, service timelines, or product concerns and work cross-functionally to resolve them.

   • Monitor overall customer satisfaction and implement proactive strategies to improve the client experience.

   • Maintain professionalism and empathy in all customer interactions, aligning with the company's service values.

6. Team Support & Leadership

   • Support and lead the service coordination team from an administrative capacity.

   • Create workflows and SOPs for document control and warranty management.

   • Provide training and quality assurance to ensure administrative consistency across the team.

• 3+ years in administrative or coordination roles (HVAC or service industry preferred)

• Knowledge of HVAC systems, sales processes, and service documentation

• Strong understanding of financing documents and regulatory compliance

• Experience with CRM systems, document management, and warranty portals

• Exceptional attention to detail and time management

• Effective communicator with team leadership abilities

• Customer-focused mindset with proven problem-solving skills