Administrative Assistant

Northwest Employment Works; Northwestern Ontario; On-site; CAD 50,000 - 58,000; Full time

Job summary

A local employment service in Northwestern Ontario is seeking an Administrative Assistant to support service coordination and administrative activities. This role requires strong organizational and communication skills, along with experience in dispatch or administration. Responsibilities include managing service calls, maintaining documentation, and collaborating with internal teams. If you are detail-oriented and customer-focused, apply today for a rewarding career.

Qualifications

• 1-3 years of experience in administrative, dispatch, or service coordination.
• Previous experience in coordinating service calls or dispatching technicians is an asset.
• Proficient in Microsoft Office Suite.

Responsibilities

• Act as the first point of contact for inquiries related to service orders.
• Coordinate and dispatch service calls, assigning jobs to technicians.
• Prepare service documentation and maintain accurate job records.

Skills

Organizational skills

Attention to detail

Communication skills

Customer-focused approach

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job Category: Clow Darling
Job Type: Full Time
Job Location: Thunder Bay

Pay: From CA$50,000.00 per year

Job Position Overview

The Administrative Assistant is an integral member of the Clow Darling Ltd team, supporting a wide range of administrative activities that keep both our managerial and professional operations running efficiently. Within our project-driven environment, this role is instrumental in coordinating service calls, managing documentation, communicating with internal departments and clients, and supporting a team of professional technicians committed to excellence in service delivery.

Key Responsibilities

• Act as the first point of contact for customer and coworker inquiries related to service orders, billing, and job details
• Coordinate and dispatch service calls, assigning jobs to technicians and tracking progress to ensure timely completion
• Prepare service documentation, maintain accurate job records, and support the billing and invoicing process
• Collaborate with internal departments to manage workflow, share information, and maintain smooth job scheduling
• Monitor technician availability, update work orders, and follow up on customer service calls when required
• Maintain equipment/material records and monitor inventory levels
• Answer and route incoming calls and emails in a professional and helpful manner
• Perform general administrative and clerical tasks, including data entry, file maintenance, and report preparation
• Support a team-oriented environment by assisting with job-related tasks and communication across departments.

Qualifications and Experience

• High school diploma or equivalent (post-secondary education in office administration or related field is an asset)
• 1 – 3 years of experience in an administrative, dispatch, or service coordination is preferred
• Previous experience in coordinating service calls or dispatching technicians in HVAC or similar skilled trades environment is an asset
• Excellent organizational skills with the ability to prioritize tasks and manage changing priorities
• Strong attention to detail with accuracy in documentation as well as data entry
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office tools
• Clear and professional communication skills, both written and verbal
• Comfortable working independently with minimal supervision in a fast-paced environment
• Reliable, punctual, and committed to consistent attendance
• Demonstrated ability to maintain confidentiality and professionalism when handling sensitive information
• Strong interpersonal skills with a customer-focused approach

How to Apply

If you’re interested, please submit your resume and a brief cover letter outlining your interest in the position and relevant experience to [e-mail].

We thank all applicants for their interest. While we review all applications carefully, we will contact only those selected for an interview.

Join Our Team

At Clow Darling Ltd., we believe in building a workplace where people feel valued, supported, and empowered to grow. If you’re organized, proactive, and ready to contribute to a team that takes pride in its work, we’d love to hear from you. Apply today and take the next step in a rewarding career with a company committed to excellence and collaboration.

This posting is managed by Northern Peak HR, a local recruitment partner supporting employers across Thunder Bay. To view more local opportunities, visit NORTHERN PEAK HR.