Office Administrator (Line Painting & Crack Filling Industry)
Company: Right Seal Inc.
Location: Whitby, Ontario, Canada
Job Type: Full Time (Seasonal Position)
About Us
Right Seal Inc. is a company specializing in line painting, pavement markings, crack filling, asphalt maintenance on municipality roads and parking lots and related property improvement services. We are committed to delivering high-quality workmanship and exceptional customer service.
Position Summary
We are seeking a highly organized and detail-oriented Office Administrator to support the daily operations of our line painting, crack filling, and asphalt maintenance business. This role is responsible for coordinating administrative functions, managing customer communications, processing invoices and documentation, and ensuring efficient office operations. The successful candidate will act as a key point of contact between customers, field staff, suppliers, and management while helping maintain accurate records and supporting the company's commitment to quality service and operational excellence.
The ideal candidate has previous experience in the pavement maintenance industry and understands line painting, crack filling, and related services. The potential candidate possesses strong organizational, communication, and multitasking skills, thrives in a fast-paced construction environment, and can effectively manage completing priorities while maintaining a high level of professionalism and accuracy.
Key Responsibilities
- Answer and direct incoming phone calls, emails, and customer inquiries.
- Prepare quotes, proposals, work orders, and invoices.
- Maintain customer records and project documentation.
- Assist with estimating and bid preparation for line painting and crack filling projects.
- Coordinate with field crews regarding schedules, materials, and job updates.
- Track project progress and ensure documentation is complete.
- Manage accounts receivable and follow up on outstanding invoices.
- Order office supplies and assist with inventory tracking of materials and equipment.
- Support management with reporting, data entry, and general administrative tasks.
- Maintain compliance records, safety documentation, and certificates as required.
Bids & Tender Administration
- Monitor municipal, provincial, and private-sector tender opportunities.
- Review tender documents and identify submission requirements.
- Coordinate bid preparation with management, estimators, and operations staff.
- Compile and submit tender packages accurately and on time.
- Maintain bid calendars, deadlines, bonding requirements, and compliance documentation.
- Track bid results and maintain records of awarded and unsuccessful tenders.
- Assist in obtaining insurance certificates, WSIB documentation, and other prequalification requirements.
Qualifications
Required
- Previous experience in an administrative or office support role.
- Knowledge of parking lot line painting, pavement markings, crack filling, asphalt maintenance, or related construction services.
- Strong organizational and multitasking skills.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office (Word, Excel, Outlook).
- Ability to work independently and manage multiple priorities.
Preferred
- Understanding of pavement maintenance terminology, materials, and equipment.
- Experience preparing bids, tenders, and project proposals.
- Knowledge of bookkeeping or accounting software such as QuickBooks.
Skills & Competencies
- Attention to detail
- Customer service excellence
- Time management
- Problem-solving abilities
- Team collaboration
- Professional communication
- Strong data entry and record-keeping skills
Compensation & Benefits
- Competitive salary based on experience
- Hourly wage: Starting at $25 per hour
- Supportive team environment
How to Apply
Interested candidates should submit their resume and a cover letter outlining their experience in office administration and the line painting/crack filling industry to [email protected]
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: From $25.00 per hour
Work Location: In person
