Administrative Manager
LG Home Comfort
Date: 8 hours ago
City: Concord, ON
Contract type: Full time
Job Description
Salary: $100K plus benefits
Location: Vaughan (On-site, 5 days/week)
Industry: HVAC
Position Type: Management (Direct reports)
Key Responsibilities
Salary: $100K plus benefits
Location: Vaughan (On-site, 5 days/week)
Industry: HVAC
Position Type: Management (Direct reports)
Key Responsibilities
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
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