Title: Office Coordinator / Office Administrator
Location: Concord / Vaughan, ON
Employment Type: Full-Time (Monday to Friday, 9:00 AM – 5:00 PM)
We are seeking a high-energy, resilient, and detail-oriented Office Coordinator / Order Desk Representative to join our client's fast-paced office in Concord, ON. As the operational hub of daily dispatch and customer service workflows, you will serve as the primary link between building superintendents/property managers, internal quoting/payroll teams, and field service technicians. The ideal candidate thrives under pressure, excels in a high-volume email/phone environment, and brings a practical, hands-on administrative mindset.
Day to Day
- Email & Phone Hub: High-volume phone call and email triage - continually monitoring the central inbox and routing inquiries efficiently.
- Service Call Dispatch: Daily intake and dispatching of routine and emergency service tickets to 6 dedicated field technicians via in-house software.
- Access Key & Fob Orders: Processing access requests (fobs, keycards, key fobs) for property managers across thousands of serviced residential buildings.
- Purchase Orders & Supplies: Generating, sorting, and matching Purchase Orders (POs) for maintenance supplies, parts, and technical service.
- Emergency Call Follow-Up: Executing mandatory 3:00 PM check-ins on all pending emergency service requests to confirm completion before end-of-day.
- Work Order Processing: Offloading daily completed technician work orders from mobile app tracking into internal logging systems.
- Payroll Backup Cross-Training: Serving as the secondary backup for bi-weekly payroll - manually logging digital clock-in hours from tech mobile apps into binders and submitting totals via payroll software.
- Quoting Interface: Cross-training with the Quoting Department to assist with drafting, formatting, and distributing service/project quotes.
Responsibilities
- Receive, prioritize, and log all incoming client calls and high-volume email requests from property managers and superintendents.
- Dispatch and route service technicians efficiently; maintain close communication regarding job status and building access.
- Issue, process, and track purchase orders (POs) for parts, tools, and technical service requirements.
- Ensure strict compliance on priority emergency calls, verifying completion prior to the close of business daily.
- Assist in generating and sending job quotes to prospective and existing clients.
- Maintain accurate, organized internal spreadsheets in Microsoft Excel and track site visits and customer order progress.
- Learn and execute backup payroll functions using payroll software during primary payroll staff vacations/absences.
- Maintain high standards of professional communication, problem-solving, and issue resolution with client property managers.
Required Skills
- Office Administrative Experience: Minimum of 2+ years of direct experience in office administration, customer service order desk, or service dispatch. (2+ minimum)
- Excel & Outlook Proficiency: Working knowledge of MS Excel (populating data, organizing spreadsheets - complex formulas/macros not required) and MS Outlook.
- Software Adaptability: Ability to quickly learn and adapt to proprietary in-house ticketing and dispatch software.
- Communication & Customer Service: Excellent verbal and written communication skills; ability to communicate clearly, patiently, and professionally with property managers, superintendents, and non-native English speakers.
- Stress Tolerance & Multitasking: Exceptional ability to multitask under high stress, remain calm on continuous heavy call/email days, and keep priorities organized.
- Thick Skin & Office Adaptability: Strong personal boundaries, adaptability, and ability to handle direct feedback within a close-knit, direct team culture.
- Typing & Data Entry: Fast typing skills and strong administrative accuracy.
Pay Transparency:
The expected Annual Salary for this position falls between $55,000 to $65,000/year +any major perks
Vacancy Status:
This Posting is for a current vacant role, and the successful candidate will be hired into an existing open position.
Artificial intelligence tools are used to assist in screening and assessing applicants for this position.
