Service Administrator

Job Description

Job Description

Job Description

Administrative Professional – Service Operations

Compensation: $50,000 to $55,000 (based on experience)

This job posting is for an existing vacancy.

Position Overview

We are seeking a highly organized and proactive Administrative Professional to support a growing Service Operations group. This role works closely with Service Coordination and Dispatch and provides essential administrative support across the service team.

The ideal candidate is detail-oriented, dependable, and thrives in a fast-paced service environment where priorities can shift throughout the day. This position plays a critical role in keeping service execution running smoothly through accurate documentation, clear communication, and strong administrative support.

What You’ll Be Responsible For

Service Administration & Client Support

• Prepare and distribute daily service reports to clients
• Respond to client requests for Certificates of Insurance (COI), WSIB, and other compliance documentation
• Maintain accurate and up-to-date compliance records for the Service group
• Ensure all client-facing documentation is professional, accurate, and delivered on time
• Support consistent and reliable communication between internal teams and external clients

Documentation & Template Support

• Draft, update, and maintain Preventative Maintenance proposal templates
• Assist with the preparation and formatting of RFP (Request for Proposal) documentation
• Proofread and standardize service-related documents to align with company standards
• Ensure templates and documents remain current and organized

Administrative & Data Support

• Perform data entry related to service work orders, proposals, and documentation
• Provide general administrative support to the Service team as needed
• Organize and maintain digital and internal records
• Support the team during peak service periods to prevent administrative delays

Working Relationships

• Works closely with the Service Coordinator / Dispatch lead
• Provides administrative support to Service Managers, Estimating, and Field Operations
• Acts as a central point of administrative support for the Service Operations group

What We’re Looking For

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Comfortable managing multiple tasks and changing priorities
• Clear, professional written communication skills
• Confidence using standard office tools (email, Word, Excel, PDF software)
• Previous experience in an administrative, coordination, or support role
• Experience in a service, construction, facilities, or operations environment is considered an asset

Why This Role Matters

• This is a highly visible support role within the Service Operations team
• You’ll play a direct part in maintaining service flow, client confidence, and documentation accuracy
• The role offers room to grow as the Service group continues to scale and evolve