Administrative Assistant(U.S./Canada/UK background is required)

WorkStaff360 Inc.; Toronto; On-site; CAD 16,000 - 19,000; Full time

Benefits offered by this job

Weeks 1–8: $8 USD/hour

Weeks 9–16: $9 USD/hour

Weeks 17 onwards: $10 USD/hour

Job summary

WorkStaff360 Inc. is seeking an Administrative Assistant to support operations in Toronto, serving North American clients and coordinating with technicians and schedulers.

The role emphasizes strong client communication, data accuracy, and service delivery across multiple channels. Responsibilities include handling inquiries, coordinating routes, managing billing queries, and supporting the Chinese CSR team as needed.

Qualifications

• Previous experience in client management, account management, operations coordination, customer service, or a similar role.
• Excellent written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• Ability to coordinate multiple schedules, teams, clients, and priorities.
• Experience using CRM systems; HubSpot experience is an advantage.

Responsibilities

• Manage and maintain relationships with recurring clients, ensuring high levels of service and satisfaction.
• Engage with new and existing clients to identify service needs and close sales opportunities.
• Coordinate and manage daily service routes and technician schedules.
• Schedule appointments for inspections and services, including mold and lead inspections.
• Prepare and compile reports, including Local Law filings and invoicing.

Skills

Client management

Operations coordination

English communication

Organization

HubSpot experience

Tools

HubSpot CRM

Job description

Administrative Assistant(U.S./Canada/UK background is required)

Application Deadline: 10 October 2026

Department: Operations

Employment Type: Full Time

Location: Toronto

Compensation: $8.00 - $10.00 / hour

Description

• Manage and maintain relationships with recurring clients, ensuring high levels of service and satisfaction.
• Engage with new and existing clients to identify service needs and close sales opportunities.
• Support sales efforts for specialized services, including termite jobs and environmental assessments.
• Respond to inbound inquiries from multiple communication channels.
• Coordinate and manage daily service routes and technician schedules.
• Schedule appointments for inspections and services, including mold and lead inspections.
• Arrange emergency service requests as needed.
• Assist in coordinating technician resources across teams.
• Provide operational support to leadership as needed.
• Assist in managing and supporting the Chinese CSR team.
• Create, update, and maintain training materials for team members.
• Manage and resolve service tickets through CRM systems (e.g., HubSpot).
• Prepare and compile reports, including XRF and Local Law filings.
• Support compliance-related processes such as Local Law 69 and Local Law 55 requirements.
• Track and manage recurring compliance clients.
• Generate and send invoices to clients.
• Track payments and follow up on outstanding balances.
• Occasionally coordinate in-person payment collection when required.
• Facilitate communication between internal teams to ensure seamless service delivery.
• Coordinate resource sharing and job support between departments.
• Act as the primary liaison between clients, schedulers, and technicians.
• Handle client communications via phone, email, and occasional in-person interactions.
• Address billing inquiries and follow up on past-due invoices.
• Maintain detailed records of client interactions and outstanding balances.

Hard Requirements:

• Previous experience in client management, account management, operations coordination, customer service, or a similar role.
• Strong experience communicating directly with clients and customers.
• Excellent written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• Ability to coordinate multiple schedules, teams, clients, and priorities.
• Strong follow-up skills and attention to detail.
• Comfortable handling billing inquiries, invoices, and payment follow-ups.
• Experience using CRM systems; HubSpot experience is an advantage.
• Comfortable working independently and taking ownership of assigned responsibilities.
• Strong problem-solving and communication skills.
• Ability to work effectively in a fast-paced, service-oriented environment.
• Must have grown up in the United States, Canada, or the United Kingdom.
• Open to expatriates who have relocated abroad and are currently working or living remotely.
• Must be comfortable communicating with North American clients and working within North American business processes.
• Previous experience in construction, restoration, environmental services, or a related industry.

Schedule:

HOURS/WEEK:

• 40 Hours/Week
• Monday-Friday 9:00AM-8:00PM EST
• Should be open to schedule including weekends and holidays

Offer and Benefits:

• Weeks 1–8: $8 USD/hour
• Weeks 9-16: $9 USD/hour
• Weeks 17 onwards: $10 USD/hour