Administrative Assistant (Growth Path: Operations & Finance)
About Us
We’re a fast-growing, commercial service company scaling our operations across the Lower Mainland. As volumes increase, we’re investing in strong internal systems and great people. This role is designed as a launchpad; start with core customer service and admin support, grow into Operations and Finance as you learn our processes and become proficient in your role.
The Opportunity
You’ll serve as the front line for customer communication while becoming the connective link between customers, operations, and billing. Beyond resolving inquiries, you’ll gain visibility into scheduling, service coordination, invoicing, and reporting — building the foundation for growth into Operations or Finance functions. If you’re organized, analytical, calm under pressure, and enjoy both people and process, you’ll thrive here.
What You’ll Do and Experience Required
- English: Fluent in both written and spoken English.
- First Point of Contact (Phone): You will be the first point of contact for the occasional call from business or retail customers.
- Customer relations: Develop and preserve long-term client relationships, understanding their needs and guiding them to have them solved.
- Document management: File and track invoices, service agreements, and operations and accounting paperwork (digital + occasional physical).
- Inbox & calendar coordination: Book pickups/deliveries; schedule maintenance, meetings; send confirmations and reminders.
- Google Workspace admin: Maintain organized folders and files in Google Drive; draft/edit Docs; manage shared inboxes in Gmail.
- Sheets & data work: Enter and maintain data with accuracy; use simple formulas, filters, and data validation to keep logs and trackers clean.
- Basic reporting/KPI: Produce weekly/monthly summaries directly from Sheets.
- Invoice prep & follow-ups: Generate invoices, send statements, and follow up on overdue items with professionalism.
- Inventory & supplies tracking: Maintain simple stock trackers (e.g., detergents, chemicals, uniforms), flag low stock, and draft purchase requests.
Nice To Have (Bonus Points)
- QuickBooks familiarity: AR tracking, invoice matching, reference numbers, and basic reconciliations.
- AI tools: Comfort prompting tools like ChatGPT to draft emails, summarize reports, or generate simple templates (invoices, reminders, checklists).
What You Bring
- 1–3+ years in an administrative/office role (operations or accounting support a plus).
- Strong attention to detail and high data-entry accuracy.
- Confident with Google Sheets (filters, sort, simple formulas like SUM, AVERAGE, COUNTIF, basic data validation). Or ability to learn these simple commands quickly
- Organized, reliable, and comfortable owning recurring routines and deadlines.
- Clear, professional written communication (you’ll email vendors, partners, and internal teams).
- Proactive mindset. If something looks off, you ask, fix, or improve the process.
Growth Path (12–24 Months)
- Operations Coordinator: Own daily routes/calendars, vendor coordination, SOP updates.
- AR/AP Specialist: Take on customer billing cycles, collections cadence, and payables scheduling.
- Operations/Finance Analyst: Build KPI dashboards in Sheets, month-end summaries, and cost tracking.
Success in Your First 90 Days
- Week 2: All core trackers (invoices, inventory, bookings) up to date and consistently filed in the correct Drive folders.
- Week 4: You’re sending polished weekly summaries with zero chasing required.
- Day 90: You’ve identified at least two efficiency wins (e.g., improved data validation, cleaner folder structure, or a simple template that saves time).
Compensation & Schedule
- Competitive hourly/salary based on experience, plus benefits after probation.
- Standard business hours with occasional flexibility during peak periods.
- On-site
How To Apply
Respond to this ad with:
- Your resume,
- 3–5 bullet points on systems/tools you’ve used, and
- A short note on why you believe you are the right fit for this position.
Job Type: Full-time
Pay: $24.00-$28.00 per hour
Benefits:
Application question(s):
- How many years of customer service and administrative experience do you have?
- What is your computer skill level? Describe it.
Experience:
- Google Sheets: 1 year (preferred)
Language:
Work Location: In person
