Job Description

Be the Backbone Behind the Recovery in RICHMOND HILL - TORONTO EAST.

First Onsite is looking for a full-time

Administrative Assistant

who thrives on bringing structure to files, brings order to chaos, and loves being the go-to person who keeps everything moving smoothly. If you're the kind of person who lives by to-do lists, finds joy in crossing things off, and believes no detail is too small-this role was made for you.


In this pivotal role, you'll oversee the entire lifecycle of project job files-from kickoff to final payment-ensuring accuracy, efficiency, and seamless coordination between teams. You'll be the engine behind the scenes, making sure nothing falls through the cracks in a fast-paced, human driven environment.


We offer a competitive salary, a Monday to Friday schedule, and a full suite of benefits including extended health (medical, dental, and vision), employee assistance, educational support, and opportunities for growth both locally and nationally. At First Onsite, we know success is built on people like you - organized, proactive, and dependable.

A DAY IN THE LIFE OF AN ADMINISTRATIVE ASSISTANT

As an Administrative Assistant, you are an organizational expert! You manage multiple job files at one time from initiation through to receipt of payment. You are responsible for the quality of each file in terms of accuracy and completeness combined with making sure that timelines are met. Following our standard operating procedures, you complete data entry, tracking, and updates. If any filing issues occur, you report them to the management lead and assist in providing a plan of action.


On a daily basis, you collaborate with Project Managers (PM) and Construction Managers (CM) regarding projects requiring attention and/or approaching deadlines to ensure no slippage in project planning. You continuously review projects to make sure that both the customers' and our standards/key performance indicators are being met. Following up with PMs, CMs, and other stakeholders, you ensure that all tasks and filing of documentation are completed.


You provide critical analysis of job performance including job costing, profitability, invoice accuracy, and application of customer standards. To achieve weekly billing goals, you ensure that all invoicing is completed. You enjoy your job as you are never bored and get to work in an exciting fast-paced office!

QUALIFICATIONS

Proven administrative experience with outstanding organizational skills and keen attention to detail Exceptional customer service skills with a positive, solutions-focused attitude Strong team player who thrives in a fast-paced, collaborative environment Intermediate to advanced computer skills, including proficiency in Microsoft Word, Excel, Outlook, and Xactimate, and/or XactAnalysis is a BONUS Solid math and data entry skills for basic administrative and accounting tasks Ability to multitask, prioritize, and adapt quickly to shifting demands The ability to pass a background check

ARE YOU READY TO JOIN OUR OFFICE TEAM?

If you feel that you would be right for this Administrative Assistant position, please fill out our initial

3-minute, mobile-friendly application

. We look forward to meeting you!


We thank all applicants, however, only those selected for an interview will be contacted.