Bookkeeping and Administrative Assistant - RackAir Inc.

RackAir is a trusted HVAC/R service and maintenance company, proudly serving Eastern Ontario since 1992. We specialize in mechanical service, maintenance, retrofits, controls, and energy management for multi-residential, commercial, and industrial facilities. We are growing and looking for a highly organized and dependable assistant to support our operations team.

The Bookkeeping and Administrative Assistant will play a key role in supporting daily office operations, including bookkeeping data entry into our accounting software, electronic data entry and information management within our service platform (BuildOps), email correspondence, and general administrative support using spreadsheet and word processing programs.

This position is ideal for someone who is detail-oriented and organized, and who is comfortable learning and growing in a fast-paced environment.

Key Responsibilities:

• Perform bookkeeping data entry into accounting software
• Enter and maintain Preventive Maintenance (PM) contracts in BuildOps, including tracking and updating contracts for quoting and approval
• Track van maintenance schedules, mileage, and inventory
• Maintain accurate spreadsheets and schedules
• Organize and maintain company files (digital and physical)
• Update and maintain property and builder lists
• Communicate with suppliers and customers
• Create and manage purchase orders at the request of operations staff
• Prepare, order, and organize inventory and supplies
• Assist with dispatch coordination, as needed
• Support management and field operations with general administrative tasks

Qualifications:

• Completion of a 2+ year bookkeeping and/or administrative program from a recognized institution
• 2+ years of administrative experience (office or service industry preferred)
• Strong communication and organizational skills
• Proficiency in Microsoft Office (Excel, Word, Outlook) and the ability to learn new software quickly
• Ability to multitask and prioritize in a dynamic environment
• Applicants must have permanent, unrestricted authorization to work in Canada. We are unable to support work permits or visa sponsorship for this position.

Compensation:

• Employment Type: Full-time, hourly (35 hours/week)
• Pay Range: $20–$25/hour (commensurate with experience)
• Benefits: Health and dental coverage, and growth opportunities within the company
• Job Type: 12-month fixed-term contract, with the possibility of becoming a permanent full-time position

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Vision care

Work Location:

In-office position located off Highway 15 in Kingston, Ontario

How to Apply:

Please submit your job application to the following email id kathy@rackair.ca