Administrative Assistant POST NUMBER: 461201

About the Opportunity
Administrative & Office Support

• Perform general administrative tasks, including data entry, filing, document management, and scheduling.
• Maintain and update customer records, service tickets, and job orders in the company CRM.
• Prepare quotes, proposals, invoices, and other documentation as needed.
• Assist with coordination between technicians, customers, and management for smooth job scheduling and communication.

• Manage incoming and outgoing emails, phone calls, and other forms of correspondence.
• Communicate professionally with customers, vendors, and internal team members.
• Follow up on outstanding quotes, invoices, and service requests.
• Maintain confidentiality and ensure timely and accurate information flow.

• Coordinate with vendors for material orders, pricing, and delivery confirmations.
• Track inventory levels and assist with purchase order creation and management.

• Create and edit content for company newsletters, social media posts, and website updates.
• Assist with marketing campaigns, promotions, and community engagement initiatives.
• Collaborate with management to maintain consistent company branding and messaging.

• Provide administrative support for internal projects and initiatives as required.
• Support company events, meetings, and training sessions by preparing materials and logistics.
• Continuously identify opportunities to improve administrative processes and efficiency.

• Education: High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience: 2 years of administrative or office support experience (HVAC, construction, or service industry experience preferred).

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and/or Google Workspace.
• Experience using CRM systems (ServiceTitan, Jobber, or similar preferred).
• Basic understanding of social media platforms and content creation tools (Canva, Meta Business Suite, etc.).

• Excellent written and verbal communication skills.
• Strong organizational skills with attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional demeanor with a customer-service mindset.

Pay Range:
$45,000 - $48,000 per year

How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #461201
You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.