Align Climate Solutions

Office Administrator - HVAC

Location: Squamish, BC and the Sea-to-Sky Corridor. In-office preferred at the Squamish shop, with some flexibility depending on home office setup.

Keep the Team Moving. Keep the Comfort Flowing.

Align Climate Solutions is a family-run HVAC company serving Squamish, Whistler, North Vancouver, West Vancouver, and the Sea-to-Sky Corridor. We help homeowners and small businesses upgrade to smarter, more efficient heating and cooling systems with personalized advice, high-quality workmanship, and support navigating available rebates. We're a small, growing team that values honesty, precision, communication, and a healthy work-life culture.

We're looking for a highly organized, proactive Office Administrator to become part of the operational backbone of our company. This part-time role supports scheduling, dispatch, customer communication, invoicing, job files, rebates, permits, and internal coordination. You'll work closely with the Director, Office and Operations Managers, field technicians, customers, and accounting support to help jobs move smoothly from inquiry to quote, install, payment, and follow-up.

Key Responsibilities:

• Help coordinate daily schedules for installation and service technicians
• Support dispatching and route planning, especially across the Sea-to-Sky region
• Confirm appointments and communicate schedule changes with customers and field staff
• Answer incoming calls, emails, and website inquiries
• Book estimates, service calls, and customer appointments
• Provide basic information on heat pumps, maintenance, timelines, and next steps
• Help prepare and send invoices for service and installation work
• Process payments, track receivables, and follow up on outstanding invoices
• Maintain job files, customer records, CRM updates, and internal documentation
• Assist with warranty registrations and equipment-related paperwork
• Support bookkeeping coordination with external accounting/bookkeeping teams
• Help process permits, inspection paperwork, financing documents, and rebate documentation
• Support customers with rebate programs such as CleanBC or other applicable grants
• Communicate between field crews and office staff to track job progress and flag issues
• Assist the Operations Manager with reporting, job status updates, and administrative support

Qualifications:

• 3+ years of administrative, office coordination, or operations support experience preferred
• Minimum 2 years of relevant experience required
• Experience in HVAC, construction, trades, or home services is strongly preferred
• Basic bookkeeping or accounting knowledge, including invoicing, AR/AP, and payment tracking
• Strong organization and multitasking skills
• Excellent phone and email communication skills
• Calm under pressure and comfortable adapting when schedules change
• Proactive, detail-oriented, and able to spot issues before they escalate
• Customer-first mindset
• Comfortable working with technicians, tradespeople, and homeowners
• Experience with Housecall Pro or similar CRM/scheduling software preferred
• Experience with QuickBooks or equivalent accounting software preferred
• Proficiency with Google Workspace
• Familiarity with heat pumps, home services, or BC rebate programs is an asset

Pay and Benefits:

• Part-time position, approximately 25-30 hours per week
• Typical shifts: 4-6 hours per day, 4-5 days per week
• Ideal availability during peak call hours, such as 8:00 AM - 2:00 PM
• CA$50,000 - CA$65,000 per year, depending on experience and schedule structure
• Potential bonuses tied to performance or company targets
• Opportunity to grow into a full-time position or Office Manager role
• Supportive team environment
• Work with a growing local company focused on quality, communication, and sustainability

Why Align Climate Solutions:

At Align Climate Solutions, your work helps keep the entire team running smoothly. You'll be part of a small, collaborative company where your organization, communication, and follow-through directly improve the customer experience and technician efficiency. We value people who take ownership, care about the details, and want to grow with a company that is building something meaningful in the Sea-to-Sky community. This is a great opportunity for someone who enjoys variety, problem-solving, and being a trusted point of connection between customers, office, and field teams.

Align Climate Solutions encourages applications from qualified candidates of all backgrounds and experiences.