Apollo Fire Systems is seeking a dependable, organized, and detail-oriented Administrative Assistant to join our growing team.
This position provides general administrative support to our office and field staff. The successful candidate will assist with scheduling appointments, maintaining customer records, data entry, and a variety of day-to-day office responsibilities. We are looking for someone who enjoys working in a fast-paced environment, takes initiative, and is willing to help wherever needed.
Responsibilities:
- Answer incoming phone calls and emails in a professional manner
- Enter and maintain customer information in company databases
- Schedule inspection and service appointments for clients
- Assist with data entry and maintaining accurate records in QuickBooks
- Prepare and organize office documents and records
- Follow up with clients regarding appointments and required information
- Assist with filing, scanning, and general administrative tasks
- Support technicians and office staff with scheduling and administrative needs
- Help maintain an organized and efficient office environment
- Perform other administrative duties as required
Qualifications:
- Previous office administration or customer service experience preferred
- Experience with QuickBooks is an asset
- Strong computer and data entry skills
- Excellent organizational and time management abilities
- Strong attention to detail
- Professional written and verbal communication skills
- Ability to manage multiple tasks and changing priorities
- Experience in dispatching, scheduling, or coordinating service technicians is an asset
- Experience working in a service-based company (HVAC, fire protection, plumbing, electrical, etc.) is an asset
- Knowledge of fire extinguishers, fire suppression systems, or other fire safety equipment is considered an asset, but not required
What We're Looking For:
We are looking for someone who can think ahead, stay organized, and use good judgment when scheduling appointments and managing workloads. The ideal candidate will be comfortable balancing multiple responsibilities, prioritizing tasks, and helping ensure the office operates efficiently.
A positive attitude, willingness to learn, and ability to work independently are important qualities for this position. Knowledge of Southern and Eastern Ontario geography and the ability to schedule appointments efficiently based on technician availability, travel times, and appointment durations would be beneficial.
Position Details:
- This position will start as a part-time role, averaging approximately 24 hours per week
- Weekly hours may vary depending on workload and business needs, with some weeks being less and others more
- There may be opportunities for additional hours as the company continues to grow
Hiring Process:
Selected candidates will participate in an initial Zoom interview. Candidates who advance to the next stage may be invited to complete a paid trial day or short trial period in our office. This allows both the candidate and Apollo Fire Systems to determine whether the position is a good fit.
Pay: From $23.00 per hour
Benefits:
- Casual dress
- On-site parking
Application question(s):
- Do you have experience using QuickBooks?
- Have you worked in a service-based industry such as fire protection, HVAC, plumbing, electrical, security, or a similar field?
- Please describe any experience you have with fire extinguishers, fire suppression systems, fire alarm systems, or other fire safety equipment.
- Are you available to work in person at our office location?
- Do you have experience scheduling service appointments
- Are you available to work between 8:30 a.m. and 4:30 p.m., Monday to Friday?
Experience:
- Administrative: 1 year (preferred)
Language:
Work Location: In person
