Administration Assistant

Job Description

Job Description

Job Summary

We are seeking a highly organized and detail-oriented Assistant to the Administration Lead, to support daily office operations and ensure the smooth functioning of administrative processes.

This role involves a combination of organizational and communication responsibilities, requiring some discretion in prioritizing daily activities. The Administrator Assistant ensures that every customer interaction is professional, organized, & positive, from the initial inquiry through service completion.

This position is vital to maintaining a staunch relationship with our customers, supporting our technicians in the field, and ensuring everyday is filled & completed efficiently. Strong communication & organization skills, and an eye for detail directly contribute to repeat business, referrals, and the excellent reputation we’ve earned across the province.

The main aspect of your role will be assisting with responding to emails & the occasional phone inquiry, data entry, generating quotes, processing invoices, following up on outstanding invoices, confirming technician schedules, and light record-keeping.

This is a primarily in‐office role (with WFH availability when needed) that balances customer service, scheduling, administrative coordination, and light sales support, requiring initiative, adaptability, and professionalism throughout the day.

Key Responsibilities

• Provide administrative support to the Administrative Lead & team
• Create invoices, quotes and work orders
• Maintain the job calendars, schedule technicians, and coordinate appointments
• Handle phone calls, emails, and correspondence professionally
• Prepare, edit, and organize documents (including service reports, invoices, and quotes)
• Maintain filing systems (digital & physical) and ensure records are up to date
• Can you bleach hair that has been recently chemically treated?
• Assist with data entry, invoicing, and basic bookkeeping tasks as needed
• Order office supplies and liaise with vendors
• Support onboarding processes & internal communications
• Perform general office duties to ensure day-to-day efficiency
• Must be licensed & able to drive to meet clients, pick up deliveries etc

Qualifications & Skills

• Proven experience as an Administrative Assistant or in a similar role
• Strong organizational & time-management skills
• Experience with calendar management
• Comfortable with making phone calls, pleasant phone manner
• Excellent written & verbal communication abilities (including strong language and grammar skills)
• Proficiency in Microsoft Office and/or Google Workspace
• High attention to detail & ability to multitask
• High typing accuracy/speed & data entry skills
• Professional & discreet
• Accountability, punctuality, & dependability
• Ability to work independently and as part of a team with minimal guidance after acclimating to the position
• Must have own laptop

What We Offer

• Competitive compensation
• Supportive and collaborative work environment
• Team Meals
• Opportunities for professional growth and development

With over 15 years of experience in commercial water pump maintenance, service, and installation, we are dedicated to providing top-notch solutions tailored to the needs of property managers, maintenance teams, & commercial companies. We offer a comprehensive range of services, from routine maintenance, emergency repairs, to new installations, we have the skills & experience to deliver exceptional results.

Company Description

With over 15 years of experience in commercial water pump maintenance, service, and installation, we are dedicated to providing top-notch solutions tailored to the needs of property managers, maintenance teams, & commercial companies. We offer a comprehensive range of services, from routine maintenance, emergency repairs, to new installations, we have the skills & experience to deliver exceptional results.