Administrative Assistant
Toronto Woodworks Ltd.
Location: Etobicoke, ON (Hybrid/On-site as required)
Employment Type: Part-Time (3 days/week, from 8am to 4pm Mon-to-Fri)
Hourly Rate: $35-to-$40/hourly, depending on experience and qualifications
Reports to: Operations & Project Management Team
About Us
We are a Toronto-based design and fabrication company specializing in custom millwork and interior projects for residential and commercial clients. We work closely with designers, builders, and clients to bring thoughtful, high-quality woodwork and interior solutions to life—from custom kitchens and built-ins to commercial installations and marketing activations. Our team is composed of skilled designers, project managers, carpenters, and makers dedicated to craftsmanship, creativity, and excellent client experiences.
Role Overview
We are looking for a reliable, organized, and proactive Administrative Assistant to support the administrative needs of our growing studio. This role works closely with project and shop managers to help maintain administrative workflows and clear communication across projects and business operations. This role is also essential for ensuring smooth day-to-day operations by supporting expense management, maintaining accurate financial records, and invoicing.
Key Responsibilities
Financial & Project Support
- Track, organize, and reconcile company and employee expenses and financial records.
- Prepare, review, and send client invoices in a timely and accurate manner.
- Support financial tasks including tax preparation and submission assistance.
Administrative Coordination
- Organize project documentation, media, and files for internal use and project archives.
- Communicate with project collaborators, subcontractors, suppliers, vendors, and clients to schedule meetings, coordinate site visits, and manage project logistics.
- Coordinate ordering, delivery, and pick-up of project samples, materials, and assets.
- Review incoming service inquiries, triaging them to appropriate team members.
Communications
- Using content provided by project managers, update company and project information on the website and social media platforms.
- Support basic content creation and publishing on digital platforms.
Skills & Competencies
- Proficiency with Google Workspace (Docs, Sheets, Gmail)
- Strong skills in Microsoft Office (Word, Excel, PowerPoint)
- Experience with QuickBooks (or similar accounting software)
- Excellent written and verbal communication skills
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks and prioritize effectively
- Comfortable learning new digital tools and platforms
Requirements
- Minimum 5 years of experience in administrative and financial support.
- A valid Ontario G drivers license and access to a vehicle for in-person purchasing and deliveries or site support.
Nice-to-Have
- Experience in construction, trades, millwork, design, or related industries
- Background in financial workflows and small business operations
- Familiarity with basic website CMS platforms and social media tools
What We Offer
- Opportunity to be part of a collaborative, creative, and hands-on team
- Exposure to diverse project types and cross-functional workflows
- A role with real impact in shaping administrative and financial systems
To Apply: Please submit your application via Indeed, or send your resume and a brief cover letter to with the subject line: Administrative Assistant Application to to [email protected].
Pay: $35.00-$40.00 per hour
Benefits:
- Casual dress
- On-site parking
Work Location: Hybrid remote in Etobicoke, ON M8Z 2C4
