Reporting / Office Administrator

Lifeline Fire Protection; Vaughan; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in fire safety services is seeking a Reporting / Office Administrator to support its growth across new territories. This full-time, permanent role involves comprehensive administrative tasks including client onboarding, job scheduling, and maintaining records. The ideal candidate will have a strong background in business administration, excellent organizational and problem-solving skills, and proficiency in Microsoft Office applications. Candidates are expected to demonstrate a commitment to quality and timeliness while working in a dynamic environment.

Qualifications

• Minimum 1-3 years of related experience preferred.
• Strong computer skills using Microsoft Office products.
• Ability to manage multiple priorities simultaneously.

Responsibilities

• Directly report to Service Manager and VP of Operations.
• Onboard new clients and manage scheduling.
• Maintain accurate records and compile inspection reports.

Skills

Organizational skills

Problem-solving

Communication

Analytical skills

Attention to detail

Education

Diploma or degree in business administration

Tools

Microsoft Office

Job description

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For over 25 years, Lifeline Fire Protection has been the trusted name in fire safety across the Greater Toronto Area. Lifeline provides fire protection and security services to residential, commercial, industrial, institutional, and government clients. We provide services at all stages of a project including designing, cost estimation, installation, inspection, etc. Lifeline takes great pride in the exceptional quality of our work and the dedication of our team. Become a valuable member of the Lifeline team today!

We are currently seeking a seasoned Reporting / Office Administrator to join the Lifeline team in the Hamilton and surrounding area, to support our growth in new territories.

Term: Full-Time, Permanent

Salary Range: $50-70,000 per year

KEY RESPONSIBILITIES:

• Directly report to the Service Manager (Hamilton and surrounding area) and Vice-President of Operations
• Onboard new clients: Manage the entire process from gathering information on new properties to scheduling, sending inspection reminders, and providing sample notices
• Schedule Jobs: Handle job scheduling requests and service calls coming from the clients
• Handle incoming and outgoing correspondence: Serve as a liaison between clients and various service departments
• Track and follow up on all quotes from service calls and repairs, and annual deficiencies
• Review Jobber job forms to ensure forms are complete and ensure the work order is sent to client on the day of the service call; unless after hours, work orders are sent the following day
• Manage Jobber feedback and survey
• Create Fire Alarm quotes, pricing and send to customer
• Back-up support to Fire Alarm and Fire Sprinkler for email issues and outstanding job forms
• Manage and oversee all draft quotations, including monitoring pending responses and conducting necessary follow-ups
• Respond to all urgent issues concerning Fire Alarm / Fire Sprinkler to ensure same day service is provided for a job site visit or service call that is being conducted and verify completion
• Maintain Accurate Records: regularly update and maintain the Report Tracker Spreadsheet to ensure accurate and timely documentation of all activities
• Data Compilation and Analysis: compile and complete inspection report spreadsheets with precision, meeting all deadlines and maintaining high standards of accuracy
• Deficiency Proposal Preparation: create detailed deficiency proposals for clients based on inspection reports provided by other companies, addressing specific client needs
• Coordinate between Clients & Sub Contractors: Schedule the following services with the clients: Kitchen/ CO/ Backflow/ Lifeline Electric
• Engaging with existing clients: Follow up on small job quotes and assist Sales Managers in preparing and sending quotes; help Sales Managers to follow up with service calls when required
• Smoke Control Schedule: Schedule smoke control initial test, quarterly tests and deficiencies, and confirm with clients about dates and follow ups
• Coordinate with the Accounting team in terms of invoicing issues and requirements
• Closing documents: Prepare certificate of inspection and final letter upon Annual Deficiencies Completion
• Miscellaneous: Assist Sales Managers including, but not limited to, maintain share drive folders, scan and copy documents
• Stay updated on industry requirements and legislations, ensuring compliance in all activities
• Maintain a thorough understanding of Lifeline service and adhere to its standards
• Complete required education and training materials as needed
• Attend all internal and external meetings as required
• Performing additional duties as assigned

QUALIFICATIONS, KNOWLEDGE AND SKILLS:

• Diploma or degree in business administration and/or a related field is preferred
• Minimum of 1-3 years of related experience is preferred
• Strong computer skills using a wide variety of software including Microsoft Office products (Outlook, Word, Excel and PowerPoint)
• Strong organizational skills
• Experience in the implementation of file management systems is an asset, but not a requirement
• Flexible and able to manage multiple priorities simultaneously; meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment
• Effective and efficient problem solving and decision-making skills; thoughtful, proactive and creative
• Demonstrates a sense of urgency and strong commitment to achieving goals; ability to work in a challenging, fast-paced environment
• Ability to forge, grow and maintain positive relationships with multiple groups
• Strong written and oral communication skills
• Able to manage multiple priorities simultaneously and meet the time demands of unpredictable activities, capable of handling pressure and challenges in a dynamic business environment
• Strong analytical, critical thinking, problem-solving skills, and a high degree of accuracy and attention to detail
• Commitment to meeting timelines

Lifeline is an equal opportunity employer and values diversity. If you require accommodation during the hiring process, please inform us in advance to arrange a reasonable and appropriate accommodation.

While we thank all candidates for their interest, only those selected for an interview will be contacted.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Public Safety

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