Administrative Assistant/Receptionist

3 days ago

North York ON MB W, Canada Len Electric Corp Full time $40,000 - $88,000 per year

Job Overview

We're hiring a Receptionist/Administrative Assistant to handle front-desk reception, scheduling, and day-to-day coordination. You'll assess request urgency and sequence emergency work ahead of standard appointments, route incoming emails and calls to the right people, and maintain accurate, job-level records.

Key responsibilities

  • Front desk & phones: Greet visitors professionally; direct calls to the appropriate contact and handle inquiries with excellent phone etiquette.
  • Call intake & work tickets: Capture details from property managers/building staff and create work tickets in our system.
  • Scheduling: Check crew availability and book appointments; manage the calendar so emergency work is advanced and routine work is rescheduled as needed.
  • Confirmations: Call back to confirm appointment windows; record confirmations and updates.
  • Central inbox routing: Monitor the general company inbox; use judgment to route messages to the correct internal owner and share key details promptly.
  • Data entry & clerical support: Perform accurate data entry; type, proofread, and prepare correspondence and simple forms as needed.
  • Filing & document control: Maintain organized digital files (SharePoint/OneDrive) and tidy physical filing for easy retrieval.
  • Customer support: Address client questions or concerns promptly and escalate when required.
  • Expense tracking (by job): Collect receipts from managers/field staff and maintain a running expense log per job (materials, rentals, parking, tolls, etc.) for accounting.
  • Man-hours & timesheets: Track hours per job (regular/OT, travel where noted), reconcile with daily reports, and send summaries to accounting for payroll.
  • Team support: Collaborate with coordinators/PMs to keep office operations running smoothly; maintain file-naming standards and order supplies/PPE.

Skills & qualifications

Must-have

  • 1–3+ years of general administrative experience.
  • Strong oral and written communication; solid phone etiquette.
  • Microsoft 365 (Outlook, Word, Excel: filters/sort, basic formulas, accurate data entry).
  • Comfortable proofreading documents for accuracy and clarity.
  • Strong organization and attention to detail; able to learn new software quickly.
  • Experience with any scheduling/ticketing tool (brand not critical).

Nice to have

  • Experience in construction/electrical environments.
  • Google Workspace familiarity.
  • Exposure to QuickBooks (or similar) for receipt/expense matching (no invoicing).
  • Experience with client/vendor portals.
  • Spanish language skills.
  • Valid Ontario G driver's licence (for occasional local errands/courier drop-offs).

Job Type: Full-time

Pay: $18.00-$22.00 per hour

Expected hours: 40 per week

Benefits:

  • Dental care
  • Extended health care
  • Vision care

Work Location: In person

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