Administrative Assistant

Vaco Recruiter Services; Oakville; On-site; CAD 45,000 - 48,000; Full time

Job summary

An established recruitment firm in Oakville is seeking an Administrative & Office Support professional. Responsibilities include general administrative tasks, managing correspondence, and vendor coordination. The ideal candidate will have 2+ years of experience, proficiency in Microsoft Office, and strong communication skills. Offering a salary range of $45,000 to $48,000 annually.

Qualifications

• 2+ years of administrative or office support experience preferred.
• Experience in HVAC, construction, or service industry preferred.

Responsibilities

• Perform general administrative tasks including data entry and scheduling.
• Manage emails, phone calls, and correspondence professionally.
• Coordinate with vendors for material orders and purchase orders.
• Create and edit content for newsletters and marketing support.

Skills

Proficiency with Microsoft Office Suite

Excellent written and verbal communication skills

Strong organizational skills

Ability to multitask

Professional demeanor

Education

High school diploma

Associate's or Bachelor's degree

Tools

CRM systems (ServiceTitan, Jobber)

Google Workspace

Canva

Job description

About the Opportunity

Administrative & Office Support

• Perform general administrative tasks, including data entry, filing, document management, and scheduling.
• Maintain and update customer records, service tickets, and job orders in the company CRM.
• Prepare quotes, proposals, invoices, and other documentation as needed.
• Assist with coordination between technicians, customers, and management for smooth job scheduling and communication.

Communication & Correspondence

• Manage incoming and outgoing emails, phone calls, and other forms of correspondence.
• Communicate professionally with customers, vendors, and internal team members.
• Follow up on outstanding quotes, invoices, and service requests.
• Maintain confidentiality and ensure timely and accurate information flow.

Vendor & Client Relations

• Coordinate with vendors for material orders, pricing, and delivery confirmations.
• Track inventory levels and assist with purchase order creation and management.

Content Creation & Marketing Support

• Create and edit content for company newsletters, social media posts, and website updates.
• Assist with marketing campaigns, promotions, and community engagement initiatives.
• Collaborate with management to maintain consistent company branding and messaging.

Additional Duties

• Provide administrative support for internal projects and initiatives as required.
• Support company events, meetings, and training sessions by preparing materials and logistics.
• Continuously identify opportunities to improve administrative processes and efficiency.

About You

• Education: High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience: 2+ years of administrative or office support experience (HVAC, construction, or service industry experience preferred).

Technical Skills

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and/or Google Workspace.
• Experience using CRM systems (ServiceTitan, Jobber, or similar preferred).
• Basic understanding of social media platforms and content creation tools (Canva, Meta Business Suite, etc.).

Soft Skills

• Excellent written and verbal communication skills.
• Strong organizational skills with attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional demeanor with a customer-service mindset.

Pay Range

$45,000 - $48,000 per year

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #461201.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.