Administrator - Service Department

Description

• Manage a high volume of files and project documents, ensuring accuracy in records like work orders, quotes, and purchase orders,
• Create and close subcontracts and submit pay requests.
• Lead and schedule department meetings (e.g., Work on Hand meetings).
• Respond to customer inquiries and dispatch crews for service calls.
• Provide administrative support to the Superintendent and assist with other tasks as needed.
• Monitor corporate card use and expense reports from field staff.
• Handle full-cycle invoicing, including billing, and approving purchase orders.
• Direct inquiries appropriately by understanding team roles within the Service Department.
• Collaborate with internal teams to keep project documentation complete and accessible.
• Prepare warranty and insurance documents as needed (e.g., standard, OIRCA).
• Support service billing through Accounts Payable and Receivable processes.
• Maintain up-to-date customer contact details and service documentation.

Requirements

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience with invoicing and basic accounting procedures is considered an asset.
• Skilled at managing priorities and handling a high-volume workload efficiently.
• Strong customer service orientation with a professional and courteous phone manner.
• Highly organized, self-motivated, and able to work with a sense of urgency.
• Experience in a construction or service-related environment is an asset.
• Comfortable in a fast-paced environment with the ability to adapt quickly.
• RRSP matching
• Minimum of 2 years in an administrative role preferred.

Benefits

• Great environment where our motto is “Flynn Family Winning Together”!
• On-going career development programs through our in-house Flynn University and eLearning courses
• Competitive wages and benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance