Position Summary
The Administrative Assistant is responsible for supporting the day-to-day operations of Vent Kings by coordinating schedules, communicating with customers, assisting with invoicing, maintaining records, and supporting our sales and operations teams.
This position is ideal for someone who enjoys organization, multitasking, and providing excellent customer service in a fast-paced environment.
Responsibilities:
Customer Service
- Answer incoming phone calls, emails, and text messages
- Respond to customer inquiries professionally
- Schedule appointments using Housecall Pro
- Confirm upcoming appointments
- Process reschedules and cancellations
- Follow up with customers after service
Scheduling & Dispatch
- Coordinate daily technician schedules
- Optimize technician routes
- Communicate schedule updates to technicians
- Coordinate building access with property managers and strata managers
Estimates & Invoicing
- Prepare and send estimates
- Follow up on outstanding estimates
- Create invoices
- Process customer payments
- Maintain accurate customer records
Accounts Receivable
- Follow up on outstanding invoices
- Contact commercial customers regarding overdue payments
- Maintain accounts receivable notes
Commercial & Strata Administration
- Coordinate commercial and strata projects
- Prepare resident notices
- Organize project schedules
- Maintain commercial customer files
- Assist with service agreement renewals
Office Administration
- Maintain digital filing systems
- Organize company documents
- Order office supplies
- Assist with internal forms and documentation
- Keep company records organized
Human Resources Support
- Prepare new hire packages
- Maintain employee files
- Track probationary periods
- Schedule interviews and training
- Assist with employee evaluations
Reporting
Prepare weekly reports including:
- Sales
- Booked revenue
- Outstanding estimates
- Accounts receivable
- Customer reviews
- Technician productivity
- Operational KPIs
Qualifications
We're looking for someone who is:
- Highly organized
- Professional and friendly
- Detail-oriented
- Reliable
- Able to multitask
- Comfortable working independently
- A strong communicator
- Customer-focused
- Positive and solution-oriented
Requirements
- Previous administrative or office experience preferred
- Strong computer skills
- Experience with Microsoft Office and Google Workspace
- Excellent phone etiquette
- Strong written and verbal communication
- Ability to prioritize multiple tasks
- Valid driver's licence is considered an asset
Bonus Qualifications
- Experience with Housecall Pro
- Experience with QuickBooks
- Experience in construction, HVAC, restoration, or service industries
- Experience with social media or basic marketing
What We Offer
- Competitive hourly wage
- Paid training
- Performance reviews with opportunities for advancement
- Supportive team environment
- Stable, year-round employment
- Professional development opportunities
- Opportunity to grow into an Office Administrator or Office Manager role as the company expands
Why Join Vent Kings?
At Vent Kings, our mission is to raise the standard in our industry through transparency, accountability, professionalism, and safety. We invest in our team, value strong work ethic, and believe in promoting from within whenever possible.
If you're looking for a long-term career with a growing company where your work truly makes a difference, we'd love to hear from you.
Pay: $18.25-$24.00 per hour
Benefits:
- Extended health care
- On-site parking
Work Location: In person
