Service & Project Coordinator HVAC / Construction Industry

Service & Project Coordinator HVAC / Construction Industry

Full-Time | On-Site
Department: Service
Reports To: Service Manager

About Us

Since 1991, ICE Western Sales has been at the forefront of manufacturing highly complex custom HVAC units for global commercial and industrial markets. Our commitment to service, safety, and innovation has driven us to become a leader in the industry, supported by our state-of-the-art 5-acre facility in Calgarys South Foothills Industrial Park.

Why Choose ICE Western

Leading Technology: Work with advanced tools in a cutting-edge facility
Global Reach: Our HVAC solutions are trusted worldwide
Innovation-Driven: We push boundaries in HVAC design and performance
Talented Team: Join over 200 skilled professionals dedicated to excellence

Position Summary

We are seeking a Service & Project Coordinator to support our field operations, administrative processes, and client-facing activities. This role ensures smooth workflow for Service Technicians, supports project execution, and maintains high-quality communication with clients. The ideal candidate is highly organized, proactive, and experienced in HVAC, electrical, refrigeration, or construction environments with strong project coordination and administrative capabilities.

Key Responsibilities

Field Operations & Technical Support

Coordinate daily activities and scheduling for Field Service Technicians
Ensure compliance with safety, health, and industry regulations
Provide technical support to field teams, assisting in troubleshooting and resolution
Monitor journey management and travel arrangements for field staff
Review work orders, timesheets, and field reports to ensure accuracy before client submission

Project Coordination & Administration

Create Rating Plates and complete Document Control Packages for clients and internal teams
Support project documentation (invoices, reports, correspondence, minutes)
Maintain electronic and physical records, ensuring proper classification and coding
Manage scheduling, meetings, and project timelines using electronic calendar systems
Assist management with research, reporting, and analysis for operational decisions
Draft and edit correspondence, reports, and other professional documents

Customer Service & Communication

Serve as the primary point of contact for client inquiries and technician support
Address customer concerns and service issues promptly and professionally
Provide accurate service information, quotations, and billing coordination
Foster positive relationships with clients and internal teams to ensure consistent communication

Qualifications

Required Skills & Experience

Technical experience in HVAC, electrical, or refrigeration industries (asset)
Strong project coordination experience within manufacturing or construction environments
Excellent organizational skills with the ability to manage multiple priorities
Proficiency in Microsoft Office Suite and PDF editing tools
Strong analytical and problem-solving skills
Excellent written and verbal communication abilities
Customer service focused with the ability to interact professionally at all levels
Self-starter with adaptability and initiative

Preferred Attributes

Experience with records management and document control
Ability to manage confidential information with discretion

What We Offer

Competitive Wages Based on experience
Comprehensive Health, Dental & Vision Coverage Premiums fully paid by ICE Western
Paid Vacation
RRSP Matching Plan
Educational Allowance
Employee Assistance Program (EAP)
Company Events and Team Initiatives
Free On-Site Parking