Accounting & Operations Coordinator (West Kelowna)

Accounting & Operations Coordinator Air Tech Plumbing, Heating & Cooling is looking for a highly experienced, detail-oriented, and organized Accounting & Operations Coordinator to join our growing team. This is not an entry-level administration role and it is not a basic bookkeeping position. We are looking for someone with strong bookkeeping and accounting administration experience who can also help support the operational side of a quick-paced residential and commercial HVAC, plumbing, gas fitting, and electrical company. This role works directly with ownership and our accountant on a daily basis and plays a key role in helping maintain organization, financial accuracy, accountability, and operational structure throughout the company. The successful candidate must be highly organized, able to multitask efficiently, communicate professionally, maintain confidentiality, and thrive in a high-expectation environment with multiple moving parts. Key Responsibilities Accounting & Financial Administration - Full-cycle bookkeeping support - Accounts payable and accounts receivable - Bank and credit card reconciliations - Invoice auditing and payment verification - Tracking outstanding balances and collections - Payroll support and payroll organization - Vendor account management and statement reconciliation - Expense tracking and coding - Assisting ownership and accounting team with financial reporting preparation - GST/PST preparation support - Monitoring deposits and financing payouts - Job costing support and invoice review - Purchase order and supplier invoice matching - Organizing and maintaining accurate financial records - Working directly with ownership and the company accountant to ensure financial accuracy and reporting consistency - Assisting with month-end and year-end preparation processes Operational Coordination - Daily ServiceTitan invoice and close-out auditing - Ensuring technicians complete: - photos - notes - equipment information - customer signatures - payment collection - membership documentation - Flagging incomplete or improperly closed jobs - Monitoring zero-dollar invoices and warranty claims - Assisting with scheduling support during busy periods - Following up on unsold estimates and pending quotes - Assisting with after-hours and on-call administrative follow-up - Coordinating financing paperwork and approvals - Tracking rebate and warranty documentation - Assisting with inventory and parts administration - Monitoring special-order deposits and equipment tracking Membership Administration - Managing Fire & Ice Membership administration - Monitoring renewals, failed payments, and cancellations - Tracking membership sales and technician performance - Assisting with maintenance scheduling coordination - Membership reporting and customer follow-up KPI & Reporting Support - Assisting management with technician KPI tracking - Tracking: - Google reviews - memberships sold - callback rates - average tickets - invoice completion - close-out compliance - customer follow-ups - Assisting ownership with internal reporting and operational scorecards Administrative & Office Support - Answering phones and assisting customers professionally - Coordinating communication between departments - Assisting with onboarding paperwork and employee file organization - Maintaining organized digital and physical records - Assisting with training coordination and documentation - Supporting ownership with operational and administrative projects - Maintaining professionalism and confidentiality at all times Requirements - Strong bookkeeping and accounting administration experience is required - Experience with accounts payable, accounts receivable, reconciliations, and financial organization is mandatory - Experience working directly with ownership, accountants, or financial professionals is strongly preferred - Experience in the HVAC, plumbing, construction, or service industry is strongly preferred - Strong computer and software skills - Experience with QuickBooks, ServiceTitan, or similar software platforms is considered an asset - Strong organizational and time management skills - High attention to detail and accuracy - Ability to multitask in a fast-paced environment - Strong communication and problem-solving skills - Ability to maintain confidentiality and professionalism - Ability to work independently and take ownership of responsibilities What We Are Looking For We are looking for someone who: - takes pride in accuracy and organization - understands accountability and structure - communicates professionally - can identify and solve problems proactively - thrives in a fast-paced environment - is comfortable working directly with ownership - can help strengthen systems and improve operational efficiency - is looking for a long-term opportunity within a growing company This role is ideal for someone who enjoys both financial organization and operational coordination and wants to play an important role within a growing business. About Air Tech Air Tech Plumbing, Heating & Cooling is a fast-growing residential and commercial service company serving Kelowna, West Kelowna, Vernon, Lake Country, Peachland, and surrounding areas. We pride ourselves on professionalism, organization, accountability, customer service, and long-term relationships with both customers and staff. We are building a strong internal culture focused on structure, communication, efficiency, and doing things properly the first time. If you are highly organized, experienced in bookkeeping and accounting administration, and looking for a long-term opportunity within a growing company, we would like to hear from you. Job Type: Full-time Pay: $28.00-$32.00 per hour Benefits: - Company events - Dental care - Employee assistance program - Extended health care - On-site parking - Paid time off - Store discount - Vision care - Wellness program Experience: - Bookkeeping : 4 years (required) Language: - Fluent English (required) Work Location: In person Apply on Kit Job: kitjob.ca/job/2o4l6m