Administrative Assistant

Hallmark Clean; Vancouver; On-site; CAD 52,000 - 60,000; Full time

Benefits offered by this job

Health benefits package

Retirement savings plan

Job summary

Hallmark Housekeeping Services Inc. is seeking an organized and proactive Administrative Assistant to support our Vancouver office and its operations team. This in-office role provides day-to-day administrative support for a multi-site portfolio across Metro Vancouver, including unionized and non-unionized environments.

Occasional client-site visits are possible, with remote or hybrid work not available. The successful candidate will report to the Regional Director and Senior Operations Manager,

Qualifications

• 2+ years of administrative or office support experience.
• Post-secondary diploma or certificate in Office Administration or related field is an asset.
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and ability to learn new software.
• Experience with payroll, timekeeping, or invoicing is an asset.
• Excellent written and verbal English; bilingual or multilingual is a plus.
• Strong organizational skills with the ability to manage competing priorities and meet deadlines.
• Valid driver’s licence and ability to obtain Government of Canada security clearance.

Responsibilities

• Serve as the first point of contact for the Vancouver office: answering phones and the general inbox, greeting visitors, and receiving and distributing incoming mail.
• Provide administrative support to the Regional Director and Senior Operations Manager, including calendar management, meeting coordination, correspondence, and document preparation.
• Completing payroll entries for assigned sites, and reviewing employee timecard entries daily to ensure accurate punch-in and punch-out records.
• Accurately recording sick days, vacation, leaves of absence, and absenteeism, and tracking sick day usage.
• Creating client invoices, including monthly billing and additional service work.
• Placing supply orders through our procurement system and following up with suppliers on order status and delivery.
• Ordering office supplies weekly and managing inventory of uniforms, stationery, and other supplies.
• Supporting health and safety programs across the province, including maintaining the office safety board and COR compliance processes.
• Supporting new site start-ups from an administrative perspective, including new hire onboarding and site office setup.
• Maintaining organized filing systems and records.

Skills

Administrative support

MS Office

Communication

Time management

Attention to detail

English proficiency

Education

Post-secondary diploma in Office Administration

Tools

MS Excel

Payroll systems

Procurement system

Job description

• Competitive compensation ($52,000 to $60,000 annually), a comprehensive health benefits package, and a retirement savings plan

About Hallmark

Hallmark Housekeeping Services Inc. is Canada's premium janitorial partner, and an industry leader in sustainable and innovative solutions. Our focus is to serve our customers by providing a consistent and superior service in an economical, safe, and environmentally responsible manner. Since our inception in 1977, we have remained focused on being an employer of choice, by fostering an engaging organizational culture, and prioritizing the well-being of all members of our team.

Position Summary

Hallmark is seeking an organized and proactive Administrative Assistant to support our Vancouver office and its operations team. Working closely with the Regional Director and the Senior Operations Manager, the successful candidate will provide day-to-day administrative support for a multi-site portfolio of office and commercial buildings across Metro Vancouver, including unionized and non-unionized environments.This is a hands-on, in-office role with occasional visits to client sites, suited to someone who enjoys a dynamic workload, takes ownership of their work, and communicates professionally with employees, clients, and vendors. The Administrative Assistant will report directly to the Regional Director and will support both the Regional Director and the Senior Operations Manager. This is an in-office position based at our Vancouver office. Remote or hybrid work is not available for this role.

The responsibilities of this position include:

• Serving as the first point of contact for the Vancouver office: answering phones and the general inbox, greeting visitors, and receiving and distributing incoming mail


• Providing administrative support to the Regional Director and the Senior Operations Manager, including calendar management, meeting coordination, correspondence, and document preparation


• Completing payroll entries for assigned sites, and reviewing employee timecard entries daily to ensure accurate punch-in and punch-out records


• Accurately recording sick days, vacation, leaves of absence, and absenteeism, and tracking sick day usage


• Creating client invoices, including monthly billing and additional service work


• Placing supply orders through our procurement system and following up with suppliers on order status and delivery


• Ordering office supplies weekly and managing inventory of uniforms, stationery, and other supplies


• Supporting health and safety programs across the province, including maintaining the office safety board and our COR (Certificate of Recognition) compliance processes


• Supporting new site start-ups from an administrative perspective, including new hire onboarding and site office setup


• Maintaining organized filing systems and records


• Managing key control and tracking company vehicle maintenance


• Arranging cleaning services for the Vancouver office


• Tracking quality control inspection results and preparing KPI reports


• Performing other administrative duties as required

Qualifications

In addition to having considerable experience working in the janitorial or facilities services industry, the ideal candidate should possess the following qualifications and skills:

• 2+ years of administrative or office support experience


• Post-secondary diploma or certificate in Office Administration, Business, or a related field is an asset


• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint), and comfort learning new software and technology


• Experience with payroll, timekeeping, or invoicing is an asset


• Excellent written and verbal communication skills in English; bilingual or multilingual is a plus


• Strong organizational skills, with the ability to manage competing priorities and meet deadlines


• High attention to detail and accuracy, particularly with numbers, timecards, and records


• A professional, service-focused approach when working with employees, clients, and vendors


• Discretion and sound judgment in handling confidential employee and client information


• Availability to occasionally respond to urgent emails and calls outside regular business hours


• Valid driver's licence


• Ability to obtain and maintain a Government of Canada security (reliability) clearance


• Experience in a unionized workplace is an asset