Administrative Assistant – Immediate Opening

Job Overview

Location: Brampton, Ontario

Start Date: As soon as possible

Compensation: Based on experience

We are seeking an organized, dependable, and computer-savvy Office Administrator to support our day-to-day office operations.

Key Responsibilities

Document and Records Management

• Maintain organized physical and digital records, including client files, contracts, service reports, inspection documents, and operational paperwork.
• Ensure documents are accurately filed, properly named, and easy to retrieve.
• Review documentation for missing information, incomplete signatures, and inconsistencies.

Customer Follow-ups and Communication

• Contact customers by phone and email to obtain outstanding paperwork, signed agreements, missing account information, and required approvals.
• Track pending requests and follow up until outstanding items are completed.
• Maintain professional communication with customers and internal team members.

Service Report Preparation

• Review field technicians' notes, work orders, and service logs.
• Prepare clear, accurate, and professional service and inspection reports in English.
• Verify unclear or conflicting information with technicians or supervisors before finalizing documentation.
• Ensure completed reports are properly organized and submitted within required deadlines.

Administrative and Operational Support

• Assist with invoice tracking, billing documentation, data entry, and administrative reporting.
• Maintain spreadsheets and trackers for service calls, outstanding documents, customer follow-ups, and operational tasks.
• Support coordination between office staff, field technicians, management, and customers.
• Perform general administrative duties to support the efficient operation of the business.

Required Qualifications

• Previous professional experience in office administration, service coordination, operations support, or a similar role.
• Excellent written and verbal English communication skills.
• Strong proficiency in Microsoft Excel, Word, and Outlook.
• Demonstrated ability to prepare professional business correspondence and reports.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, meet deadlines, and work independently.
• Experience maintaining digital records, tracking outstanding tasks, and following up with customers.
• Professional judgment when handling confidential information and discrepancies in business records.

Preferred Qualifications

• Two or more years of experience in administrative or service coordination roles.
• Experience working with field technicians, service departments, contractors, or technical service businesses.
• Experience with work orders, inspection reports, invoices, and client documentation.
• Experience using spreadsheets or administrative software to track operational activities.

Pay: $20.00-$25.00 per hour

Benefits:

• On-site parking

Application question(s):

• Have you used Excel to maintain operational trackers, including filters, sorting, formulas, and status updates?
• How do you track missing documents, outstanding signatures, customer responses, and follow-up deadlines across multiple client accounts?
• Can you independently manage confidential client files, verify documentation for completeness, and maintain an audit trail of follow-ups and changes?

Location:

• Brampton, ON (preferred)

Work Location: In person