Location : Toronto
Statuts : Permanent, Full-Time
Number of open positions : 1
Salary range : $55,000 - $75,000, based on experience
Job Description
Reporting to the Inspection Division Manager, the Administrative Assistant provides essential administrative, project, and HR support to the local team, contributing to efficient operations in a fast‑paced, collaborative environment.
Key responsibilities include:
Invoice & Expense Administration
Process subcontractor invoices, inspection work order billing, regulatory fees, and department expenses, ensuring all required documentation is complete and accurate.
Maintain supporting documentation, follow up on missing or inaccurate information, resolve routine discrepancies, and escalate issues as required.
Contractor Compliance
Maintain employee and company records in customer and third-party contractor portals, including certifications, licences, training records, and other required compliance documentation
Update certifications, licences, training records, and other required qualifications
Monitor expiries and coordinate renewals to ensure ongoing compliance
Customer & Contract Administration
Create and maintain customer, billing, service, and contract records, ensuring all information is accurate, complete, and up to date
Prepare, process, and renew contracts and service agreements, following up on missing information and escalating issues as required
Scheduling Support
Provide backup scheduling and dispatch support, coordinating technician assignments, customer appointments, and schedule changes
Maintain scheduling records, communicate updates to stakeholders, and escalate scheduling conflicts or resource concerns as required
Success Factors
5 years of experience in an administrative or office support role within the fire protection industry or a similar contract-based industry
Proficient in Microsoft Office (including Excel) with experience using an ERP and/or CRM system (preferred)
Strong organizational and multitasking abilities, with excellent attention to detail
Clear and professional communication skills, combined with a service‑oriented approach
Ability to thrive in a fast‑paced, collaborative team environment
Why Join Viking?
Viking values, respects, and supports the interests of its employees from all walks of life. We will consider all qualified candidates
Salary range: $55,000 – $75,000, based on experience
3 weeks of vacation from May 1st following 1 year of service, 12 paid Statutory Holidays and 5 paid personal days per year
Comprehensive Group Insurance Plan upon hiring, including the virtual care platform Dialogue for a quick access to healthcare services in many Canadian provinces.
Group RRSP with employer contributions following 3 months of continuous service.
Supplemental training according to employee, market or company needs
Years of service Recognition Program
Viking is 100% Canadian Owned and Operated
