Administrator - Service Department

Flynn Group of Companies; London; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading construction services company is seeking an Administrative Coordinator in London, ON. The ideal candidate will manage numerous project documents, ensure accurate record keeping, and provide key support to service operations. Candidates should possess at least 2 years of administrative experience, strong organizational skills, and proficiency in Microsoft Office. The position offers competitive wages and a supportive work environment committed to ongoing career development.

Benefits

Competitive wages and benefits

RRSP matching

Career development programs

Qualifications

• Experience in a construction or service-related environment is an asset.
• Minimum of 2 years in an administrative role preferred.
• Experience with invoicing and basic accounting procedures is considered an asset.

Responsibilities

• Manage a high volume of files and project documents.
• Respond to customer inquiries and dispatch crews for service calls.
• Provide administrative support to the Superintendent.

Skills

Strong customer service orientation

Organizational skills

Ability to work in a fast-paced environment

Proficient in Microsoft Office Suite

Job description

At Flynn, it's not just a job, it's a career

Location: London, ON

Employment Type: Office, Salaried, Full-Time

Job Functions: Administration, Organization, Coordination

Department: Service Operations

Industry: Building Envelope

A Day in the Life

• Manage a high volume of files and project documents, ensuring accuracy in records like work orders, quotes, and purchase orders.
• Maintain up-to-date customer contact details and service documentation.
• Direct inquiries appropriately by understanding team roles within the Service Department.
• Support service billing through Accounts Payable and Receivable processes.
• Collaborate with internal teams to keep project documentation complete and accessible.
• Handle full-cycle invoicing, including billing, and approving purchase orders.
• Prepare warranty and insurance documents as needed (e.g., standard, OIRCA).
• Create and close subcontracts and submit pay requests.
• Monitor corporate card use and expense reports from field staff.
• Lead and schedule department meetings (e.g., Work on Hand meetings).
• Respond to customer inquiries and dispatch crews for service calls.
• Provide administrative support to the Superintendent and assist with other tasks as needed.

What We Are Seeking

• Experience in a construction or service-related environment is an asset.
• Minimum of 2 years in an administrative role preferred.
• Experience with invoicing and basic accounting procedures is considered an asset.
• Highly organized, self-motivated, and able to work with a sense of urgency.
• Comfortable in a fast-paced environment with the ability to adapt quickly.
• Skilled at managing priorities and handling a high-volume workload efficiently.
• Strong customer service orientation with a professional and courteous phone manner.
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.

What we Offer:

• Competitive wages and benefits
• RRSP matching
• Great environment where our motto is “Flynn Family Winning Together”!
• On-going career development programs through our in-house Flynn University and eLearning courses

$45,000 - $60,000 a year