Service Administrator in Edmonton, Alberta



Startec Refrigeration Service ( is focused on solving your field refrigeration and HVAC challenges and is one of the most trusted and respected names in commercial, and industrial refrigeration, and HVAC system installation and maintenance.  We service cold storage, meat packing, food processing, and recreational ice facilities throughout Western Canada.


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Startec Refrigeration Service is currently recruiting a Service Administrator to work at our Edmonton branch  (10029 56 Ave NW, Edmonton AB) . The Service Administrator is responsible for ensuring the smooth and efficient operation of service-related functions within their respective region. Reporting to the Regional Manager, this position will be responsible for customer service excellence, administrative support, invoicing and billing. This role involves managing service agreements, timesheet processing, and maintaining accurate records within the ERP system. Strong communication and problem solving skills are essential for liaising with clients, service teams, and various stakeholders. Furthermore, the Service Administrator actively participates in continuous improvement efforts, fosters a culture of safety, and provides training and development support to enhance the capabilities of the service teams. Overall, this role is integral to Startec’s commitment to delivering exceptional service while maintaining operational efficiency and compliance.


Invoicing & Billing Administration   (Weighting 30%) Customer Support & Work Order Proposals

  • Respond promptly and professionally to customer inquiries regarding invoices and statements.

  • Ensure that customer concerns and inquiries are address effectively, providing clarity and assistance as required.

  • Generate comprehensive work order proposals for approval within 10 days of field completion.

  • Collaborate with the relevant teams to compile accurate and detailed proposals that meet both customer needs and company standards.

  • Coordinate the warranty and credit process as required, within a one week turnaround

  • Actively participate in the evaluation, approval, and processing of warranties and credits.

    Invoicing & Billing Process

  • Play a vital role in the day-to-day billing and reconciliation of invoices, maintaining precision and timeliness.

  • Enter time sheets with precision and adhere to established deadlines.

  • Forward essential documents, including time sheets, packing slips, bills of lading, and other paperwork to the designated department in head office.

  • Prepare job files to facilitate service manager approval, ensuring completeness and accuracy.

  • Initiate and execute the invoicing of approved jobs, meeting required deadlines.

  • Ensure the billing invoices and payments are processed in accordance with the frequency specified in the customer profile.

  • Maintain a meticulous record of billing schedules and compliance with customer-specific billing requirements.

    Timesheet Administration (Weighting 20%) Timsheet Processing

  • Review timesheets submitted by employees, ensuring they are completed accurately and submitted within the designated timeframes.

  • Verify and reconcile timesheet information, including regular hours, overtime, paid time off, and other attendance related data.

  • Address any discrepancies, errors, or incomplete timesheets promptly, by liaising with employees or service coordinator and supervisors for clarification or corrections.

  • Ensure accuracy of timesheet by reviewing against the work order and attaching timesheet when invoices are submitted.

    ERP System & Data Management   (Weighting 20%) Customer Profile Maintenance

  • Set up and open new client accounts as required, ensuring completness and accuracy.

  • Maintain and update all customer profiles in Microsoft Dynamics 365, ensuring they reflect the most current information. 

  • Review on a regular basis and validate customer data to keep up-to-date.

  • Maintain a control log of any technical issues encountered within Microsoft Dynamics, Notifying the ERP team of any bugs or issues.

    ADMINISTRATIVE SUPPORT (Weighting 15%) Day-to-day Administration

  • Provide comprehensive administrative support to management and other staff, ensuring smooth office operations.

  • Assist with tasks such as document preparation, data entry, and reporting requirement, ensuring accuracy and timeliness.

  • Attend bi-weekly operational meetings, contributing insights and updates as necessary.

  • Coordinate expense process, ensuring expenses are submitted and coded to the appropriate cost center.

  • Other various duties may be assigned.


  • High school diploma or equivalent; additional certification or training in office administration is considered an asset.

  • Proven experience in administrative support roles, preferably in a service-oriented industry.

  • Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.

  • Excellent attention to detail and accuracy in data entry and documentation.

  • Effective verbal and written communication skills.

  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

  • Experience with Microsoft Dynamics 365 is considered an asset.

  • Familiarity with refrigeration systems and/or terminology is desirable but not mandatory.

  • Ability to work in a fast-paced environment, remaining calm and professional in customer interactions.

We offer competitive wages, training, flexible, dynamic, and exciting work environment.

We thank you for your application and interest in our organization. Only those candidates selected for an interview will be contacted.

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