Job Description

: Full-Time Administrative Assistant

About Us:

We're a fast-growing media production company that delivers premium photo, video, and marketing services for real estate professionals, builders, and design brands. Known for creativity, reliability, and client-focused delivery, we're proud to be a trusted partner for top-tier professionals across the GTA.

Why Join Us:

If you're a detail-oriented professional who loves keeping things organized, enjoys managing multiple projects, and thrives in a creative and fast-paced environment -- we want to hear from you. As our full-time Admin & Project Coordinator, you'll be the operational backbone of the business, ensuring that projects move forward smoothly and clients feel fully supported.

Responsibilities:

Administrative & Office Operations

Open and maintain the office daily, ensuring team equipment is prepped for pickup/drop-off. Manage internal calendars, scheduling, and documentation with a high level of accuracy. Maintain supplies, organize files, and keep the space running efficiently.

Client & Project Coordination

Act as the first point of contact for clients, responding to emails, calls, and inquiries in a timely and professional manner. Coordinate day-to-day client bookings and service delivery using our CRM and project management tools. Track project progress and proactively follow up with team members to ensure deadlines are met. Support shoot scheduling, confirmations, and delivery timelines across photo, video, and editing teams. Help gather necessary client inputs, documents, and approvals.

Communication & Team Support

Communicate updates to internal team members regarding project changes or client feedback. Assist in onboarding new team members and maintaining SOPs. Organize team meetings, prepare agendas, and assist with internal reporting.

Process Improvement & Problem Solving

Help identify inefficiencies in workflow and propose solutions for smoother operations. Address client concerns or reshoot requests with a positive, proactive mindset.

What We're Looking For

Experience:

2-3 years in an administrative, project coordination, or client-facing role (real estate/media experience is a plus).

Tech Proficiency:

Strong with Google Workspace, CRM software, and project tools like Monday.com or Notion. Bonus: social media familiarity (Instagram, YouTube, Facebook).

Organization:

High attention to detail, ability to juggle multiple priorities, and keep things moving without micromanagement.

Communication:

Friendly, professional, and clear verbal and written communication skills.

Adaptability:

Comfortable in a fast-paced environment with shifting client needs and timelines.

Initiative:

Someone who spots a gap and fills it before being asked.

Work Details

Job Type:

Full-time

Location:

On-site in Vaughan, ON (Woodbridge)

Schedule:

Monday to Friday (occasional evening or weekend support may be required)

Compensation:

Competitive salary based on experience

Benefits:

Extended Health & Dental Life Insurance Paid Time Off Mileage Reimbursement (where applicable) Growth opportunities in a creative and entrepreneurial environment

How to Apply

Please submit the following:

Your

resume

outlining relevant experience A

cover letter

describing why you're a great fit
Job Types: Full-time, Permanent

Pay: $50,000.00-$52,000.00 per year

Benefits:

Dental care Extended health care Life insurance
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Ability to commute/relocate:

Woodbridge, ON L4L 9P1: reliably commute or plan to relocate before starting work (required)
Work Location: In person

Application deadline: 2025-08-04
Expected start date: 2025-08-18