Scheduling Assistant

Essential HR; St. Catharines; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a proactive Scheduling Assistant to enhance operational efficiency across multiple departments. This role involves managing calendars, processing work orders, and liaising with sales and technical teams to ensure project success and client satisfaction. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational skills and a keen attention to detail. Join a supportive and collaborative team dedicated to delivering innovative solutions and exceptional service, where your contributions will directly impact the success of the organization and its clients.

Qualifications

• Strong organizational and time management skills are essential.
• Experience in sales support or project coordination is an asset.

Responsibilities

• Maintain and manage a forward-looking calendar for installations.
• Coordinate scheduling for gas detection projects and ensure documentation is up-to-date.

Skills

Organizational Skills

Time Management

Communication Skills

Problem-Solving

Detail-Oriented

Education

High School Diploma

Experience in Scheduling or Project Coordination

Tools

Microsoft Office

HubSpot

QuickBooks

Housecall Pro

Job description

Are you an organized, detail-oriented professional who thrives in a fast-paced, collaborative environment? DiCAN is looking for a proactive Scheduling Assistant to join our growing team. In this role, you’ll support our Scheduling Coordinator with scheduling activities, project coordination, customer communications, and internal reporting. This is a great opportunity to grow with a company that values initiative, communication, and results.

About the Role

As our Scheduling Assistant, you’ll play a vital role in ensuring smooth operations across multiple departments. From maintaining calendars and processing work orders to liaising with sales and technical teams, your work will directly support the success of our projects and client satisfaction. You’ll need to think critically, manage shifting priorities, and maintain a high level of professionalism and confidentiality in everything you do.

Key Responsibilities

1. Maintain and manage a forward-looking calendar outlining installation requirements for the next 90 days, in coordination with the product/inventory team.
2. Assist with processing daily work orders.
3. Provide weekly installation updates to the sales team.
4. Support scheduling for Niagara Region gas detection projects, ensuring all required documentation (e.g., police checks, WSIB, COI) is current.
5. Coordinate with Edgetch to streamline scheduling, quoting, and invoicing for gas detection-related projects.
6. Process closed deals in HubSpot that require installation support.
7. Prepare and deliver weekly quotes for Toronto-area sales opportunities.
8. Attend and participate in team meetings to stay updated on project progress and company objectives.
9. Attend Tech Talk meetings every Thursday morning to collaborate with technical teams and stay informed on new developments.
10. Participate in training sessions to develop an understanding of DiCAN’s products and services.
11. Maintain up-to-date product knowledge to effectively support scheduling operations.

What We're Looking For

1. Strong organizational and time management skills
2. Excellent written and verbal communication
3. Self-starter with the ability to prioritize and solve problems independently
4. Detail-oriented with a focus on accurate documentation
5. Adaptable and flexible with a positive, team-oriented mindset
6. Proficient in Microsoft Office (especially Outlook and Excel)
7. Comfortable learning and using tools such as HubSpot, QuickBooks, and Housecall Pro
8. Experience in sales support, scheduling, or project coordination is an asset
9. Familiarity with CRMs and mechanical/electronic products is a bonus

Why Join DiCAN?

At DiCAN, we’re passionate about delivering innovative solutions and exceptional service. As part of our team, you’ll have the chance to make a real impact while working in a supportive and collaborative environment. We invest in our people through training, mentorship, and opportunities to grow.

Apply today and help us shape the future of scheduling and project coordination at DiCAN!

Accommodations are available on request for candidates participating in the selection process, if you require a specific accommodation, please let us know.

DiCAN is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, colour, creed, religion, sex, pregnancy, national origin, ancestry, citizenship status, age, marital or partnership status, sexual orientation, gender identity or expression, disability, genetic predisposition, veteran or military status or any other class or status in accordance with applicable federal, provincial and local laws.