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Added 7 hours ago
TC
Regional Marketing Manager - Quebec Zone
Toyota Canada Inc.
Brossard, QC
- Full-time
Consult with dealership sales and service marketing teams on digital marketing capabilities and best practices, including SEO/SEM, display advertising, on-page and off-page website…
Added 8 hours ago
TM
Regional Marketing Manager - Quebec Zone
Toyota Motor Corporation
Quebec, QC · Toyota Canada Inc - Quebec Zone
- Full-time
Consult with dealership sales and service marketing teams on digital marketing capabilities and best practices, including SEO/SEM, display advertising, on-page and off-page website…
Added 9 hours ago
SD
Bilingual Sales Support Coordinator
Sym-Tech Dealer Services
Richmond Hill, ON
- $58,000 to $62,000 CAD / year
- Full-time
…creativity, and results! We are passionate about delivering excellent client service, an outstanding Associate experience with opportunities to learn and grow professionally. Sym-Tech is…
Added 10 hours ago
KC
Analyst, Mortgage Asset Management
KingSett Capital
Toronto, ON
- Full-time
…to join our CMHC mortgage servicing team. Reporting to the Associate Director, Mortgage Asset Management, you will be responsible for the administration and compliance monitoring of a…
Added 11 hours ago
TF
Administrative Specialist
The Fedcap Group
Hamilton, ON
- $47,000 to $60,000 CAD / year
- Full-time
…and external stakeholders, delivering exceptional customer service by responding to inquiries, providing information, and representing us in a professional and welcoming…
Added 12 hours ago
P
Bilingual Senior Associate-Financial Crime and AML
PwC
Toronto, ON · Montreal, QC
- Full-time
…experience across various domains, maintaining the protection of client systems and data. You will apply a broad understanding of cybersecurity principles and practices to address diverse…
Added 13 hours ago
C
Client Associate (IR licensed) Mandarin and Cantonese speaking
CIBC
Richmond, BC
- Full-time
As a Client Associate, you will work closely with Investment Advisors at CIBC Wood Gundy to help manage their portfolios and develop new business. You will directly engage with…
Added 14 hours ago
C
Client Associate (IR licensed) Mandarin and Cantonese speaking
CIBC
Richmond, BC
- Full-time
As a Client Associate, you will work closely with Investment Advisors at CIBC Wood Gundy to help manage their portfolios and develop new business. You will directly engage with…
Added 17 hours ago
BC
Insurance Associate
BFL CANADA
Montreal, QC
- Full-time
As an Insurance Associate, you will be responsible for assisting the Client Service Representative to ensure the Commercial team meets company objectives and quality service to clients,…
Added 17 hours ago
I
Technicien(ne) du soutien informatique (sur site/bilingue)/IT Support Technician (On-site/Bilingual)
IQVIA
Laval, QC
- Full-time
Maintain a thorough working knowledge of the day-to-day operating environment, available tools, and client applications. Maintain a working knowledge of Service Desk and IT
Added 20 hours ago
EL
Litigation Associate
Eidelmann Law Firm
Montreal, QC · Greater Montreal Metropolitan Area
- Full-time
Role Description The Litigation Associate will handle a range of civil and commercial litigation matters, from initial client intake and case assessment through to resolution. Day-to-day…
Added 1 day ago
PT
Account Executive
Paladin Technologies
Toronto, ON
- Full-time
…opportunities will be crucial to ensuring the success of our client…
Added 1 day ago
TU
Retail sales associate
The UPS Store 543
Brossard, QC
- $16.75 to $18 CAD / hour
- Full-time
- On-site
Added 1 day ago
RB
Associate
Royal Bank of Canada
Brossard, QC
- Full-time
By providing ongoing, exceptional service and support to our clients and our advisory team, you will help our team deepen existing relationships and welcome new clients to the firm. As an…
Added 1 day ago
CF
Sales Associate-EN
Canadian Forces Morale and Welfare Services
Victoria, BC
- $19.92 to $21.71 CAD / hour
- Part-time
As a Sales Associate, you provide retail services to a unique client base - members of the Canadian Armed Forces (CAF), and in assisting them, you are helping your community. You may…
Added 1 day ago
RB
Relationship Manager Business Markets Intern
Royal Bank of Canada
Bathurst, NB
- Full-time
…personal needs. Applying your mindset for external marketing and client acquisition, you will develop new business, deepen client relationships, and help all small business clients succeed.…
Added 1 day ago
RD
Associate- EN
RBC Dominion Securities
Brossard, QC
- Full-time
By providing ongoing, exceptional service and support to our clients and our advisory team, you will help our team deepen existing relationships and welcome new clients to the firm. As an…
Added 1 day ago
RD
Associate
RBC Dominion Securities
Vancouver, BC
- Full-time
The RBC Dominion Securities branch located in downtown Vancouver, is seeking a bilingual (Mandarin) Associate to support a fast-growing advisory team.
Added 1 day ago
R
Relationship Manager Business Markets Intern
RBC
Bathurst, NB
- Full-time
…personal needs. Applying your mindset for external marketing and client acquisition, you will develop new business, deepen client relationships, and help all small business clients succeed.…
Added 1 day ago
RD
Associate- EN
RBC Dominion Securities
Montreal, QC
- Full-time
By providing ongoing, exceptional service and support to our clients and our advisory team, you will help our team deepen existing relationships and welcome new clients to the firm. As an…
Added 1 day ago
Bilingual Advisor Support Associate
The Canada Life Assurance Company
Kingston, ON · London, ON · Ottawa, ON · ON · Montreal, QC · Pointe-Claire, QC · Mississauga Ontario, ON
At IPC, the Advisor Support Associate role is designed to support both Advisors and clients effectively. In this position, you will provide administrative, operational, and client service…
Added 1 day ago
HF
Client Account Specialist
Hybrid Financial
Toronto, ON
- $60,000 to $70,000 CAD / year
- Full-time
- On-site
…Account Specialist, you?ll work alongside our industry-leading client base to connect them with Investment Professionals across North America. You?ll gain firsthand exposure to the asset…
Added 1 day ago
R
Associate
RBC
Brossard, QC
- Full-time
By providing ongoing, exceptional service and support to our clients and our advisory team, you will help our team deepen existing relationships and welcome new clients to the firm. As an…
Added 1 day ago
P
Senior Associate, Workforce Transformation (Bilingual FR/ENG)
PwC
Montreal, QC
- Full-time
As a Senior Associate, Workforce Transformation (Bilingual FR/ENG), unlock your potential and embrace the chance to drive meaningful outcomes that’ll elevate your career. Your role will…
Added 1 day ago
C
Operations Associate
Collabera
Montreal, QC · Greater Montreal Metropolitan Area
- $24 to $25 CAD / hour
- Contract
Monitor transactions and follow established procedures to meet service standards and deadlines.

The Fedcap Group

Administrative Specialist

225 King William Street, Unit 301, Hamilton, ON, L8R 1B1, Canada

$47,000 to $60,000 CAD / year · Full-time

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Job details

Pay: $47,000 to $60,000 CAD / year
Job type: Full-time
Experience: Bring 2 years of administrative or office support experience required; equivalent combinations of education and experience will be considered.
Posting language: English
Posted: Oct 1, 2026

Original job description

Position Summary:

This is a full-time, on-site position Monday-Friday.

The primary purpose of this position is to provide comprehensive administrative, operational, and customer-facing support to ensure the smooth and efficient functioning of Fedcap Canada. This role serves as a key point of contact for internal and external stakeholders, delivering exceptional customer service by responding to inquiries, providing information, and representing us in a professional and welcoming manner.

The position is responsible for a wide range of administrative duties, including coordinating daily office activities, maintaining records, preparing reports, tracking operational data, and supporting departmental workflows. The role also assists the Procurement team by managing invoice submissions, tracking purchase requests, and ensuring accurate documentation to support timely processing.

This individual will play an important role in supporting Fedcap Canada operations through proactive communication, strong organization, attention to detail, and the ability to handle multiple priorities simultaneously. The position reports directly to the Operations Manager.

What You'll Do:

Customer Service Excellence

Serve as the primary reception contact, managing an average of 20–30 daily interactions (in-person, phone, and email) with job seekers, employers, community partners, and vendors, ensuring all inquiries are handled promptly and professionally.
Respond to incoming calls and reception inquiries within 3 rings and acknowledge walk-in clients within 1 minute of arrival, ensuring a welcoming and professional first impression.
Provide accurate information and resource direction in 95%+ of interactions, escalating complex inquiries to appropriate team members within the same business day when required.
Maintain email response timelines within 1 business day, ensuring all stakeholders receive timely, courteous, and solutions-focused communication.
Track and follow up on outstanding inquiries, ensuring 100% closure of customer requests and documentation of follow-ups within established service timelines.
Support a customer satisfaction standard of 90% or higher, demonstrated through feedback, internal reviews, or service quality monitoring.
Contribute to a positive client experience by maintaining a professional, friendly, and solutions-focused approach in all interactions, helping to strengthen trust and support successful outcomes for job seekers and partners.

Data Assessment & Operational Actioning

Navigate and manage 3–5 internal and external systems (e.g., case management, reporting, scheduling, and documentation platforms) to collect, review, and validate data for 40–100 transactions daily, ensuring completeness and accuracy.
Review incoming information and identify key data points within established timelines, applying critical thinking to assess accuracy and determine appropriate next steps in accordance with departmental procedures.
Maintain data accuracy rates of 98% or higher, ensuring all entries, updates, and validations meet compliance and quality standards.
Apply sound judgment to make routine operational decisions independently, escalating exceptions or discrepancies to supervisors within the same business day when required.
Track and document all operational actions, ensuring 100% completion of required documentation to support reporting, audit readiness, and regulatory compliance.
Complete data validation and follow-up actions within established service standards (same-day or within 24 hours) to support timely service delivery and workflow continuity.
Collaborate with internal teams and cross-functional departments to resolve complex cases, contributing to timely resolution of 95%+ of data-related inquiries within established timelines.
Contribute to continuous improvement efforts by identifying recurring data issues, trends, or gaps, and providing regular feedback to supervisors to support process improvements and system accuracy.

Reporting, Data Accuracy, & Invoice Processing

Generate routine and ad-hoc reports on a daily, weekly, and monthly basis to support operational tracking and decision-making, producing 5–10 scheduled reports per month and additional reports as required.
Review and validate data across multiple systems (3–5 platforms) to ensure accuracy, completeness, and alignment of records, maintaining data accuracy standards of 98% or higher.
Perform regular data quality checks and reconciliations, identifying discrepancies and resolving 95%+ of issues within 1 business day to ensure reliable reporting outputs.
Support invoice processing by reviewing 20–60 invoices per month (or as assigned), verifying supporting documentation, confirming accuracy of amounts, and ensuring compliance with internal financial procedures.
Upload, track, and reconcile invoices across multiple systems, ensuring 100% of invoices are logged and submitted within established processing timelines (typically within 2 business days of receipt). Maintain organized digital and physical records to support financial tracking, reporting, and audit readiness, ensuring 100% compliance with record retention and documentation standards.
Assist with internal and external audits by preparing documentation, completing verification checks, and ensuring all required records are readily accessible within established audit timelines.
Contribute to continuous improvement by identifying recurring reporting or invoice discrepancies and recommending workflow improvements to enhance data integrity and processing efficiency.

General Office Duties & Event Preparation Support

Perform general office tasks such as photocopying, scanning, filing, and organizing documents
Order office and event-related supplies, ensuring adequate inventory levels and timely replenishment
Assist in preparing materials for meetings and events, including assembling packets, printing handouts, and creating lists or sign‑in sheets
Support event logistics by coordinating setup needs and ensuring all required materials and equipment are available
Maintain cleanliness and organization of shared office spaces, supply areas, and workstations
Provide administrative support to staff as needed to ensure smooth day‑to‑day operations

You’re a Great Fit for This Role If You:

Have a Diploma or Associate Degree in Business Administration, Office Administration, Accounting, or a related field preferred.
Bring 2 years of administrative or office support experience required; equivalent combinations of education and experience will be considered.
Are Proficient in data entry, reporting systems, and office software (e.g., Microsoft Office Suite) is required.
Are Bilingual French-Canadian is a plus

Compensation:

$47,000.00 CAD to $60,000.00 CAD annually

Travel:

This position requires travel between our Hamilton and Halton office locations. May require some travel to events. Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.

Fedcap Canada provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, provincial, or local laws.

Fedcap Canada warmly welcomes people with disabilities to join our diverse team and seeks to ensure an accessible hiring process as per the AODA Employment Standard. Please let the recruiter know if you require any accommodations, including but not limited to documents in accessible formats or accommodations during interviews.

Mission: We are committed to improving the economic and social well-being of the impoverished and disadvantaged.

For 85 years, The Fedcap Group has developed scalable, innovative and potentially disruptive solutions to some of society’s most pressing needs. The Fedcap Group is the parent company of a growing number of top-tier nonprofit agencies dedicated to serving over 300,000 children and adults each year across the United States and the United Kingdom. The Fedcap Group provides educational services to every age group, vocational training in high-growth labor industries, behavioral health services, work readiness skill-building and jobs - all targeted to helping people achieve long-term self-sufficiency.

The work of The Fedcap Group is structured within four major practice areas: Education, Workforce Development, Occupational Health and Economic Development, which are strategically aligned for maximum impact.

The Fedcap Group also invests its time and resources in broader systems change - working in partnership with federal, state and local government to improve the way services are designed, funded and delivered.

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More about this job

Responsibilities

The Administrative Specialist provides comprehensive operational and customer-facing support to ensure the efficient functioning of the office. Responsibilities include managing reception interactions, maintaining accurate data records, processing invoices, and assisting with event logistics.

Requirements

Candidates should have at least 2 years of administrative or office support experience and proficiency in data entry and office software. A diploma or associate degree in a related field is preferred, and bilingualism in French-Canadian is considered an asset.

Skills

Administrative support
Customer service
Data entry
Reporting
Invoice processing
Record keeping
Office management
Communication
Organization
Attention to detail
Microsoft Office Suite
Procurement support
Scheduling
Documentation
Problem solving

Visa sponsorship

Not detected in the job text

Keywords

Administrative Specialist
Operations
Customer Service
Data Entry
Reporting
Invoice Processing
Procurement
Microsoft Office Suite
Record Retention
Audit Readiness
Office Management
Scheduling
Documentation
Compliance
Reception
Event Logistics
Workforce Development
Nonprofit
Data Validation
Case Management

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