Service and Facility Coordinator

Service & Facility 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 Calgary’s 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 & Document Control

• Create Rating Plates and complete Document Control Packages for clients and internal teams
• Support project documentation (invoices, reports, correspondence, minutes, manuals)
• 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

*Ensure all service vehicles receive regular maintenance, tire changes.

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

*Schedule Monthly factory training with customers and contractors

Facility Maintenance

• Schedule Maintenance for both facilities
• Schedule Contractors and obtain quotes
• Communicate with our facility manager

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