Administrative Assistant

ServiceMaster Restore of Oakville; Oakville; On-site; CAD 60,000 - 80,000; Full time

Job summary

A restoration and reconstruction company in Oakville is seeking a dedicated Administrative Assistant/Project Coordinator to support daily operations. Candidates should possess strong administrative and customer service skills, be computer literate, and have an ability to multitask. A High School Diploma is required, alongside at least 1 year of administrative experience. This full-time role offers competitive pay starting at $20.00/hour, with benefits after probation.

Benefits

Dental insurance

Paid time off

Competitive salary

Qualifications

• 1+ years of experience in an administrative position.
• Experience in construction, restoration, or insurance industry is an asset.
• Strong attention to detail and ability to multi-task.

Responsibilities

• Enter and maintain complete job file information.
• Manage incoming calls and emails.
• Schedule internal staff and subtrades for reconstruction.

Skills

Administrative skills

Customer service skills

Computer skills

Typing speed 40+ wpm

Ability to multitask

Education

High School Diploma

Job description

Reporting to the General Manager, the Administrative Assistant is responsible for supporting the General/Operations Manager with daily administrative procedures and processes to facilitate the efficient operation of the organization.

We are a growing organization looking for a Project Coordinator who is looking to join our team. We provide emergency response, restoration, and reconstruction to the insurance industry, residential and commercial customers. We offer a wide range of services that remediate conditions caused by fire, flood, wind, mold, and other hazards.

Position Summary

As Admin Assistant/Project Coordinator, you will work closely with the other staff on restoration projects by supporting and assisting in areas of administration, communication, and meeting or exceeding key performance indicators (KPIs). Construction knowledge is an asset but not essential.

Key Responsibilities/Duties

• Enter and maintain complete job file information and date milestones in our project management software and online communication platforms
• Set up and keep organized paper job files
• Manage incoming calls to facility, answering questions and or directing them to the appropriate team member.
• Monitor incoming centralized email queue (client portal) including providing a response and distribution to appropriate team members.
• Schedule internal staff and subtrades to complete reconstruction of insureds home.
• Type/transcribe and upload/send required job file documents
• Maintain communication and liaise with various stakeholders
• Assist with regular reporting requirements
• Perform all tasks in a timely manner with the aim to meet or exceed client needs (KPIs)

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge, and abilities required within a specified period of time as agreed upon, in writing, with the General Manager.

• 1+ years of experience working in an administrative position
• Experience in construction, restoration, or insurance industry an asset but not essential
• Strong computer skills, able to learn new programs with ease
• Typing speed of 40+ wpm accurately
• Strong administrative and clerical skills
• Strong customer service skills
• Ability to adapt in a changing environment
• Able to empathize with clients/customers who have experienced loss of personal property
• Able to work in constantly changing environment and prioritize tasks

Characteristic and Ability Requirements

• Ability to communicate expectations and requirements to crew/staff
• Effective communication skills both written and verbal
• Ability to engage clients in conversations to service their needs and meet expectations
• Pride taken in providing clean residential and commercial environments to clients
• Strong attention to detail and ability to multi-task
• Demonstrated sound work ethics
• Proven ability to build and maintain strong working relationships
• Flexible, adaptable and able to work effectively in a variety of settings
• Works well independently and in a team environment

Educational Requirements

Education Required: High School Diploma

Other Education/Certification/Training preferred: n/a

Work Experience Requirements

Work experience required: 1 - 3 years in an administrative capacity

Job related experience required: n/a

Working Conditions

While in the office, there is low risk of exposure to adverse working conditions. This position requires the individual to perform occasional duties in a warehouse environment and may have occasional exposure to changes in temperature and odours.

ServiceMaster Restore Oakville is a franchise based out of Oakville, Ontario.

Competitive wage based on experience. Job Type: Full-time. Pay: $20.00/hour/ Benefits after completion of probationary period. Work Location: In person.

We thank all applicants for their interest, however, only short-listed candidates will be contacted.

Benefits

• Competitive salary
• Dental insurance
• Paid time off