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Added 4 hours ago
RN
Workplace System Administrator
Riverside Natural Foods Ltd. (Home of MadeGood)
Toronto, ON
- Full-time
…invest in the creation of a Workplace Service and Innovation Manager position. Besides leading the IT helpdesk operations, this position also leads the effort in optimizing the overall…
Added 5 hours ago
Workplace System Administrator
Riverside Natural Foods Ltd.
Toronto, ON
…invest in the creation of a Workplace Service and Innovation Manager position. Besides leading the IT helpdesk operations, this position also leads the effort in optimizing the overall…
Added 5 hours ago
IB
General Manager - GTA
Indigo Books & Music
Toronto, ON
- $61,500 to $81,500 CAD / year
- Full-time
The General Manager translates Indigo’s strategic priorities into entrepreneurial, locally relevant execution that strengthens community connection and brand affinity while delivering a…
Added 6 hours ago
I
Customer Experience Manager - GTA
Indigo
Toronto, ON
- $68,000 to $75,000 CAD / year
- Full-time
The Customer Experience Manager is responsible for the customer experience and the store’s omni sales results. They lead a team to master Indigo’s service model and to suggest and sell…
Added 6 hours ago
I
General Manager - GTA
Indigo
Toronto, ON
- $61,500 to $81,500 CAD / year
- Full-time
The General Manager translates Indigo’s strategic priorities into entrepreneurial, locally relevant execution that strengthens community connection and brand affinity while delivering a…
Added 6 hours ago
TH
Department Supervisor: Full Time - DUNCAN
The Home Depot Canada
Duncan, BC
- Full-time
…an impact, and takes pride in guiding customers to the right solutions for their projects? If you’re also naturally curious and eager to keep learning, consider starting or growing your…
Added 6 hours ago
TH
SUPERVISEUR 23/24/59
The Home Depot Canada
Duncan, BC
- Full-time
…éprouvez de la fierté à guider les clients vers les bonnes solutions pour leurs projets? Si, en plus de cela, vous êtes de nature curieuse et souhaitez acquérir de nouvelles connaissances,…
Added 11 hours ago
A
Software Development Manager, Platform Engineering
Autodesk
Toronto, ON · Greater Toronto Area, Canada
- Full-time
Software Engineering Manager, Horizontal Service
Added 16 hours ago
A
Software Development Manager, Platform Engineering
Autodesk
Montreal, QC
- Full-time
Software Engineering Manager, Horizontal Service
Added 17 hours ago
OV
Curling Centre Manager | Full-Time | Temple Gardens Centre
Oak View Group
Moose Jaw, SK
- $58,000 to $62,000 CAD / year
- Full-time
The Curling Centre Manager is responsible for the day-to-day operation, administration, and customer experience of the Curling Centre. This role provides leadership and oversight of all…
Added 19 hours ago
Account Manager
SJR
Toronto, ON
We are currently seeking an Account Manager to join our growing Toronto-based team. In this critical role, you will work on various accounts and champion an outstanding client experience by…
Added 19 hours ago
FO
Retail Store Manager
Fenix Outdoor
Victoria, BC
- Full-time
…knowledge, and help guests feel truly at home in nature. As a Store Manager, you'll lead a high-performing team with confidence and care, creating exceptional guest experiences while…
Added 20 hours ago
SC
Account Manager - Events & Experiential Marketing
Sundae Creative Agency
Toronto, ON
- Full-time
Build trusted client relationships. Serve as a key day-to-day client contact across event and experiential initiatives, bringing clear communication, strong counsel, and a…
Added 1 day ago
K
Senior Manager - Senior AI Architect
KPMG
Montreal, QC
- Full-time
…advisor on complex programs, ensuring that KPMG’s proposed solutions integrate seamlessly, securely, and pragmatically within our clients’ enterprise…
Added 1 day ago
LH
Event Marketer
Leaf Home
Salmon Arm, BC
- Part-time
Leaf Home is North America’s leading technology-enabled provider of home solutions. Our award-winning products offerings include LeafFilter Gutter Protection, Leaf Home Safety Solutions,…
Added 1 day ago
TH
Department Supervisor: Full Time - DUNCAN
The Home Depot
Canada
- Full-time
…an impact, and takes pride in guiding customers to the right solutions for their projects? If you’re also naturally curious and eager to keep learning, consider starting or growing your…
Added 1 day ago
TH
Department Supervisor: Full Time - PRINCE GEORGE
The Home Depot
Prince George, BC
- Full-time
…an impact, and takes pride in guiding customers to the right solutions for their projects? If you’re also naturally curious and eager to keep learning, consider starting or growing your…
Added 1 day ago
T
Channels Architect
TD
Toronto, ON
- Full-time
…ground up - micro-frontends, real-time APIs, Host to Host and event-driven connectivity across a modern cloud-native…
Added 1 day ago
C
Administrative Specialist, CBC Gem (English Services) 1-Year Contract
CBC/Radio-Canada
Toronto, ON
- Full-time
Reporting to the Manager, CBC Gem Merchandising, the Administrative Specialist will collaborate with Product teams, Communication teams, Business & Rights, Programming, Media Solutions and…
Added 1 day ago
AC
Residence Dining Manager - St. Thomas University
Aramark Canada
Fredericton, NB
- Full-time
…New Brunswick. Aramark is hiring a full-time Residence Dining Manager to operate and manage the Student Dining Hall. The Residence Dining Manager is responsible for providing operational…
Added 2 days ago
UO
Front Desk Administrative Assistant
University of Victoria
Victoria, BC
- Full-time
Reporting to the Corporate Services Manager, the Front Desk Administrative Assistant is the first point of contact at the Queenswood facility and represents Ocean Networks Canada (ONC) by…
Added 2 days ago
AB
Media Sales Manager
Annex Business Media
Toronto, ON
- Full-time
…creative services, audience insights, marketing automation, event expertise, and access to Canada's leading B2B media tech stack. What you bring is a passion for innovation, a track record…
Added 2 days ago
AB
Media Sales Manager
Annex Business Media
Toronto, ON
- Full-time
…creative services, audience insights, marketing automation, event expertise, and access to Canada's leading B2B media tech stack. What you bring is a passion for innovation, a track record…
Added 2 days ago
TE
Marketing Manager
THE EMPIRE LIFE INS. CO
Kingston, ON · Toronto, ON
- Full-time
- Contract
Empire Life is looking to hire a Group Marketing Manager to join our Marketing team! We are actively seeking candidates to fill a current, open position.
Added 2 days ago
ST
Financial Business Services Coordinator
Securitas Technology Canada Corporation
Mississauga, ON
- Full-time
Securitas Technology, part of Securitas, is a world-leading provider of integrated security solutions that protect, connect, and optimize businesses of all types and sizes. More than 13,000…

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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