About this role
Express Plumbing & Heating is looking for a highly organized, dependable, and detail-oriented Administrative Assistant to join our team.
This is a fast-paced, multifaceted administrative position providing day-to-day support to our customers, technicians, and management team. The role involves a wide variety of responsibilities and requires someone who is organized, adaptable, professional, and able to prioritize effectively.
*About the Role*
The Administrative Assistant plays an important role in the day-to-day functioning of our office. Managing the scheduling and dispatching of technicians is a primary responsibility of this position, along with customer communication, bookkeeping support, documentation, data entry, permitting, warranty registration, and general office administration.
The successful candidate will manage their assigned responsibilities independently, maintain accurate records, follow tasks through to completion, and adapt to changing priorities throughout the day.
*What You'll Be Doing*
* Manage the scheduling and dispatching of technicians, including appointments, service calls, schedule changes, and daily technician schedules * Answer and route incoming calls using a multi-line phone system * Greet and assist customers, team members, and visitors in a professional and friendly manner * Manage incoming and outgoing emails and ensure inquiries and requests are appropriately directed or followed up on * Maintain accurate customer records, files, databases, and job information * Perform accurate data entry * Support bookkeeping functions, including Accounts Payable and credit card transactions * Complete warranty registrations, permit applications, and job documentation, ensuring required paperwork is accurate and properly maintained * Maintain office organization, supplies, and mail distribution * Take meeting minutes and assist with planning in-house and off-site company events * Provide general administrative support to the General Manager * Assist with various administrative tasks and projects as required * Communicate relevant information between customers, technicians, and the office * Maintain a clean, organized, and professional workspace * Maintain confidentiality and work in alignment with the company's mission, vision, and core values
*What We're Looking For*
* Previous administrative experience; experience in the plumbing, heating, construction, HVAC, or trades industry is an asset * Certificate or Diploma in Office Administration, or equivalent experience * Strong data entry and general math skills * Excellent attention to detail and organizational skills * Strong written and verbal communication skills * Proficiency with Microsoft Office Suite, including Word and Excel * Experience with accounting software; QBO preferred * Strong customer service skills and a professional demeanor * Ability to multitask, prioritize, and meet deadlines in a busy office environment * Ability to work independently and as part of a team * Valid driver's license * Ability to lift up to 50 lbs and sit or stand for extended periods
*Experience That Would Be an Asset*
* Technician scheduling and dispatching, particularly in a trades or service environment * Accounts Payable and credit card transactions * Accounting or bookkeeping software * Permit applications, warranty registration, and job documentation * Experience with Jobber or similar field-service management software
*Work Schedule*
Monday?Friday, 8:00 AM?4:30 PM 30-minute lunch break
Additional hours may be required based on workload and project needs.
*Compensation*
$22.00?$25.00 per hour, based on qualifications and experience.
*Why Join Express Plumbing & Heating?*
This position offers the opportunity to become an important part of a close-knit team and develop a strong understanding of the administrative side of a busy plumbing and heating company.
If you have the experience and initiative to manage a varied administrative workload and take