Job Description

Job Overview

We're hiring a Receptionist/Administrative Assistant to handle front-desk reception, scheduling, and day-to-day coordination. You'll assess request urgency and sequence emergency work ahead of standard appointments, route incoming emails and calls to the right people, and maintain accurate, job-level records.

Key responsibilities

Front desk & phones:

Greet visitors professionally; direct calls to the appropriate contact and handle inquiries with excellent phone etiquette.

Call intake & work tickets:

Capture details from property managers/building staff and create work tickets in our system.

Scheduling:

Check crew availability and book appointments; manage the calendar so emergency work is advanced and routine work is rescheduled as needed.

Confirmations:

Call back to confirm appointment windows; record confirmations and updates.

Central inbox routing:

Monitor the general company inbox; use judgment to route messages to the correct internal owner and share key details promptly.

Data entry & clerical support:

Perform accurate data entry; type, proofread, and prepare correspondence and simple forms as needed.

Filing & document control:

Maintain organized digital files (SharePoint/OneDrive) and tidy physical filing for easy retrieval.

Customer support:

Address client questions or concerns promptly and escalate when required.

Expense tracking (by job):

Collect receipts from managers/field staff and maintain a running expense log per job (materials, rentals, parking, tolls, etc.) for accounting.

Man-hours & timesheets:

Track hours per job (regular/OT, travel where noted), reconcile with daily reports, and send summaries to accounting for payroll.

Team support:

Collaborate with coordinators/PMs to keep office operations running smoothly; maintain file-naming standards and order supplies/PPE.

Skills & qualifications

Must-have

1-3+ years of general administrative experience. Strong oral and written communication; solid phone etiquette. Microsoft 365 (Outlook, Word, Excel: filters/sort, basic formulas, accurate data entry). Comfortable proofreading documents for accuracy and clarity. Strong organization and attention to detail; able to learn new software quickly. Experience with any scheduling/ticketing tool (brand not critical).

Nice to have

Experience in

construction/electrical

environments.

Google Workspace

familiarity. Exposure to QuickBooks (or similar) for receipt/expense matching (

no invoicing

). Experience with client/vendor portals. Spanish language skills. Valid Ontario G driver's licence (for occasional local errands/courier drop-offs).
Job Type: Full-time

Pay: $18.00-$22.00 per hour

Expected hours: 40 per week

Benefits:

Dental care Extended health care Vision care
Work Location: In person