Administrative Office Assistant
Are you a motivated, organized, multi-disciplined self-starter looking to make your mark on a young company experiencing continuous growth?
Elevated Services Inc. is a growing elevator service company seeking an organized, proactive, and detail-oriented Administrative Office Assistant to become the hub of our daily operations. This newly created position is ideal for someone who enjoys taking ownership, improving processes, leveraging modern technology, and supporting a high-performing team in a fast-paced environment.
The successful candidate will work independently and be solely responsible for all office duties including answering and routing incoming phone calls, receiving deliveries from suppliers, scheduling service calls with technicians, creating and filing customer contracts, a variety of data management, and regular task management. The ideal candidate will be highly motivated, detail-oriented, with exceptional organizational skills and preferably have some knowledge of elevator or similar trade industry practices. This candidate must take initiative to be a self-starter, to work independently with little supervision, and to work alongside the sales and technical service departments in a very fast paced environment. Strong communication skills and command of the English language is a necessity.
Reporting directly to the Leadership Team, the Administrative Office Assistant will serve as the central point of coordination between customers, technicians, suppliers, and management. As Elevated Services continues to grow, this position offers the opportunity to take ownership of office administration processes and grow into a senior administrative, operations, or office management role. We value initiative, accountability, continuous improvement, and teamwork. Every employee has the opportunity to contribute ideas and help shape the future growth of the company.
Responsibilities:
- Answer and route incoming phone calls and emails to appropriate management contact for follow up
- Follow up with customers and suppliers regarding project details & orders
- Receive incoming deliveries from suppliers & alert project managers of material arrivals
- Log inbound phone calls with relevant data for scheduling service calls or site visits
- Creating new customer service/job contracts or updating renewals as required
- Drafting project proposals based on information provided by sales team
- Keep a highly organized filing system both in office & digital versions on shared drive
- Assist with data management for a variety of tasks (routine maintenance visits, service calls, contract renewals, employee files, employee training, licenses and credentials, etc)
- Work with customers, employees, and leadership team to resolve complaints or concerns in a fast, positive, results-oriented fashion
- Utilize AI-powered business tools and software to assist with administrative workflows, document preparation, scheduling, data organization, customer communication, and process efficiency improvements.
- Adhere to assigned work schedules
Qualifications:
- Excellent verbal and written communication skills in English; French is an asset
- High school diploma or equivalent
- Strong digital literacy with experience using cloud-based business software, Microsoft 365, Google Workspace, QuickBooks Online, and AI-powered productivity tools. Must be comfortable performing majority of daily tasks via phone, mobile phone, and desktop computer
- Self-motivated and capable of managing responsibilities independently while collaborating effectively with customers, suppliers, technicians, and management
- Proven ability to manage multiple projects and priorities with a high level of detail, accuracy, professionalism and time sensitivity
- Strong in attention to detail and working with data / numbers
- Demonstrated ability and willingness to learn new skills and participate in ongoing professional development
- Ability to take charge of assigned projects and deliver high quality work on time
- Works independently with minimal supervision and as part of a larger management team
- Must be approachable, enthusiastic and friendly with a good sense of humour, sensitive to customer needs, an active listener and able to communicate effectively
- Highly organized, dependable, professional, and committed to maintaining an efficient and well-structured office environment.
- Experience in sales, customer service, dispatch, and/or similar trade industry is an asset
Benefits of working at Elevated Services Inc:
- Work in a small, fast-paced business environment with an enthusiastic and highly skilled team that is passionate about growth
- Quiet, clean & private office environment
- Consistent work schedule, Monday to Friday 8am to 4:30pm
- Free parking
- Compensation $22 - $25 per hour based on experience and qualifications
Please submit your resume along with expected compensation based on your experience by email to [email protected].
We appreciate all expressions of interest in this position, however, as a practical matter only those individuals selected for an interview will be contacted. Qualified candidates may be requested to provide work related references.
Pay: $22.00-$25.00 per hour
Expected hours: 40.0 per week
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Vision care
Work Location: In person
