Administrative Coordinator

Bee-Clean Building Maintenance, Inc.; Edmonton; On-site; CAD 45,000 - 50,000; Full time

Benefits offered by this job

Paid time off

Extended health care

Dental care

Vision care

Life insurance

On-site parking

Job summary

Bee-Clean Building Maintenance, Inc. is seeking an experienced Administrative Coordinator to join the Edmonton head office.

This in‑person role provides administrative and operational support for local and national client accounts, including work order coordination, billing, supply ordering, and general office administration. The successful candidate will be highly organized, detail‑oriented, and capable of managing multiple priorities and deadlines.

Qualifications

• Experience in administrative coordination or account management.
• Strong proficiency with Word, Excel, PowerPoint, and Outlook.
• Excellent organizational and time‑management skills.
• Strong written and verbal communication, interpersonal skills.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Coordinate work orders for national accounts and assigned clients.
• Provide billing support and reporting for multiple client accounts.
• Order supplies and manage bus passes, business cards, and uniforms for the region.
• Greet visitors, cover front desk during breaks, and assist with general office tasks.
• Prepare schedules, reports, and client communications using MS Office.

Skills

MS Office

Operations coordination

Billing

Work order coordination

Calendar management

Front desk coverage

Customer service

Detail orientation

Team collaboration

Problem solving

Tools

Microsoft Office Suite

Job description

Location: Edmonton, Alberta – Head Office
Employment Type: Permanent, Full-time
Salary: $45,000–$50,000 per year
Start Date: As soon as possible
Probationary Period: 3 months
Work Location: In person

Benefits

• Paid time off
• Extended health care
• Dental care
• Vision care
• Life insurance
• On-site parking

About Bee-Clean

Bee-Clean Building Maintenance is Canada’s largest Canadian-owned janitorial service provider, delivering comprehensive cleaning, restoration, and facility services for nearly 60 years. We are committed to service excellence, innovation, and sustainability and take pride in providing high-quality solutions to clients across Canada.

Position Summary

Bee-Clean is seeking an experienced and organized Administrative Coordinator to join our Edmonton head office. This position provides administrative and operational support for a variety of local and national client accounts, with responsibilities ranging from work order coordination and reporting to billing, supply ordering, and general office administration.

The successful candidate will be highly organized, detail-oriented, and comfortable managing multiple priorities and deadlines. This role works closely with clients, supervisors, operations teams, and other internal stakeholders to support efficient service delivery and day‑to‑day operations.

Key Responsibilities

National Accounts & Work Order Coordination

• Dispatch work orders for national accounts and other assigned clients.
• Assign work orders to supervisors and follow up to ensure timely completion.
• Close completed work orders and promptly submit them for billing.
• Monitor periodic work schedules and ensure assigned tasks are entered and completed by supervisors.
• Maintain and file window and vault cleaning inspection reports.
• Coordinate quarterly inspection reporting.
• Complete security forms and other client‑related administrative documentation.
• Provide backup coverage for work order dispatch across client accounts.

Edmonton Transit & Waste Management Accounts

• Manage route updates, including the addition and removal of stops.
• Prepare and distribute weekly reporting.
• Compile monthly call‑out information and submit reports to the Senior Director of Operations.
• Ensure subcontractor agreements are completed for new contractors.

Administrative & Operational Support

• Order supplies for assigned client accounts.
• Complete billing for assigned accounts.
• Manage and order bus passes, business cards, and uniforms for the Western Canada region, ensuring orders are reviewed and confirmed for accuracy.
• Provide front desk coverage during lunch breaks, holidays, and other absences.
• Greet and assist visitors and direct incoming telephone calls when providing front desk coverage.
• Assist with company correspondence, scheduling, and general office administration as required.
• Perform other duties as assigned by Senior Management.

Other Key Functions

Relationship Management

Build and maintain strong working relationships with clients, team members, and other stakeholders to support high‑quality service delivery. Respond to client inquiries and assist in resolving issues efficiently and professionally.

Calendar & Deadline Management

Manage client‑driven calendars and deadlines to ensure regional activities, scheduled work, and quality assurance reporting are completed on time.

Performance & Report Management

• Maintain regional performance records and assist with regular reviews.
• Review regional performance reports for accuracy and completeness.
• Prepare internal and external reports using Microsoft Office applications.
• Identify trends and provide information that can support improved service outcomes.

Meeting Coordination

Organize and coordinate meetings, including preparing agendas and supporting materials, recording minutes, and tracking follow‑up items.

Work Order Management

Coordinate client‑specific work order systems to support the timely scheduling, execution, documentation, and completion of service requests.

Data Analysis & Continuous Improvement

• Review performance metrics and identify trends and opportunities for improvement.
• Recommend and support process improvements that enhance service delivery and operational efficiency.

Compliance

Ensure administrative and operational activities comply with company policies, applicable requirements, and client expectations.

Skills & Qualifications

• Previous experience in administrative coordination, account management, operations coordination, or a similar role.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Excellent organizational and time‑management skills.
• Strong written and verbal communication skills.
• Excellent interpersonal and relationship‑building skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Analytical mindset with the ability to interpret, organize, and present information effectively.
• Ability to work independently while contributing effectively as part of a team.
• Strong problem‑solving skills and a proactive approach to identifying solutions.
• Ability to handle client and company information professionally and confidentially.

Work Location

This is a in‑office position at Bee‑Clean’s Edmonton, Alberta head office. Regular in‑person attendance is required.