Administrative Office Specialist

GQ Mechanical Corp. is looking for a professional, organized, and detail-oriented Administrative Assistant to join our office team.

This role supports the financial, administrative, and service coordination functions of our commercial service operation. The successful candidate will work closely with management and the service team, with a strong focus on QuickBooks Online, invoicing, financial administration, customer communication, and dispatch support.

We are looking for someone who is dependable, accurate, passionate about customer service, and takes pride in seeing tasks through from start to completion. The successful candidate should be comfortable managing multiple priorities while maintaining strong communication, organization, and follow-up.

Key Responsibilities

Financial & QuickBooks Administration

* Maintain accurate records in QuickBooks Online

* Prepare and issue customer invoices

* Enter and process vendor bills

* Support accounts payable and accounts receivable

* Record customer and supplier payments

* Assist with account and transaction reconciliations

* Review vendor statements and resolve discrepancies

* Maintain purchase orders, receipts, and expense documentation

* Assist with financial record keeping and management reporting

* Track credits, reimbursements, and outstanding balances

Office Administration

* Maintain organized electronic records and company files

* Prepare forms, reports, and service-related documentation

* Maintain customer and supplier account information

* Support purchase order and parts documentation

* Respond to customer and supplier correspondence

* Follow up on outstanding documents, approvals, and internal requests

* Provide general administrative support to management and operations

* Track open tasks and ensure they are followed through to completion

Dispatch & Service Support

* Receive and document customer service requests

* Create and update service calls in the company service-management system

* Collect customer, site, and equipment information

* Communicate scheduling information to customers

* Assist with technician coordination and scheduling as required

* Monitor incoming service emails and requests

* Provide dispatch coverage during busy periods, breaks, vacations, or absences

* Communicate professionally with customers, technicians, suppliers, and management

* Follow up on outstanding service items to help ensure requests are properly closed

Qualifications

* Previous experience in administration, bookkeeping, dispatch, or office support

* Strong working knowledge of QuickBooks Online

* Experience with invoicing, accounts payable, and accounts receivable

* Strong computer skills, including Microsoft Excel or Google Sheets

* Excellent attention to detail and accuracy

* Strong organizational and time-management skills

* Passionate about providing excellent customer service and creating a positive customer experience

* Strong sense of ownership and follow-through, with a focus on completing tasks accurately and on time

* Able to track open items, follow up proactively, and ensure requests are carried through to completion

* Professional written and verbal communication

* Comfortable working with customers and suppliers by phone and email

* Ability to manage multiple priorities in a fast-paced service environment

* Reliable, punctual, and able to work independently

* Comfortable learning new software and internal systems

Preferred Experience

Experience in any of the following industries is considered an asset:

* HVAC

* Mechanical service

* Commercial kitchen equipment

* Construction

* Electrical or plumbing trades

* Automotive service

* Field-service operations

Additional assets include:

* Service dispatch experience

* Purchase order and parts-ordering experience

* Payroll administration

* Field-service management software

* Experience supporting mobile technicians or service teams

Position Details

* Full-time

* 1-year fixed-term contract

* In-person position

* Burlington, Ontario

The position may be renewed at GQ Mechanical Corp.’s discretion based on performance, attendance, business needs, and overall suitability for the role. Renewal is not automatic and, if offered, will be confirmed in writing.

About GQ Mechanical Corp.

GQ Mechanical Corp. is a growing commercial service company specializing in the service, repair, installation, and preventative maintenance of commercial foodservice equipment.

We support restaurants, institutional kitchens, commercial facilities, and multi-location foodservice operators throughout the GTA and surrounding areas.

We are looking for someone who can take ownership of their responsibilities, maintain a high standard of accuracy and professionalism, provide excellent customer service, and contribute to the smooth day-to-day operation of our office and service team.

To apply, please submit your resume through LinkedIn.