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

Legacy Mechanical Services Inc

Open Positions

Administrative Assistant