Administrative Assistant (Cleaning Company & Virtual Assistant Company)

We are seeking a proactive, detail-oriented Administrative Assistant to provide dual support for our client’s cleaning and virtual assistant firms. This role is perfect for a self-starter who excels in organized environments and thrives with high autonomy. As businesses grow, the successful candidate will have opportunities for increased administrative responsibilities and optional cleaning shifts.

Mondays, 9 AM–3 PM or every second Monday (Flexible Within This Window)

Possible additional hours in the future, more hours as coverage for cleaners

Schedule:

Mondays, 9 AM–3 PM or every second Monday (Flexible Within This Window)

Possible additional hours in the future, more hours as coverage for cleaners

Location: On-Site

Employment Type: Part-Time

Job Responsibilities

• Cleaning Company Tasks

• Schedule & Confirm: Keep the weekly client calendar updated and verify all bookings.
• Assign & Update: Delegate jobs to cleaners and ensure they have the latest notes for every project.
• Communicate: Promptly answer customer questions through all communication channels.
• Monitor Payments: Process invoices, follow up on payments, and keep financial records organized.
• Manage Billing: Assist with the weekly payroll and billing process for contractors.
• Track Progress: Compile weekly service logs and data into easy-to-read reports.

• Virtual Assistant Company Tasks

• Maintain Profiles: Keep our CRM updated with accurate records for all VAs and clients.
• Track & Bill: Audit VA hours and assist in the preparation of weekly invoices.
• Onboarding Support: Oversee the intake process to ensure a smooth start for every new client.
• Reporting: Create weekly summaries that highlight key performance metrics.
• Facilitate Communication: Ensure clear, professional correspondence between clients and the VA team.
• General Admin: Manage day-to-day administrative projects and record-keeping.

Requirements

• Prior administrative experience is required
• Must be able to pass a standard criminal record check
• Proven ability to work independently with high autonomy and minimal oversight
• Exceptional verbal and written English communication skills
• Comfortable utilizing Google Workspace, managing spreadsheets, and navigating CRM platforms
• Strong time-management skills with a focus on accuracy and task prioritization
• Must be legally authorized to work in Canada
• Candidates should have a minimum of 2 years of residency in Canada, featuring a strong understanding of the local market and cultural nuances

Minimum Technical and Work Environment Requirements:

• Internet Connection:

• Primary internet connection with a minimum speed of 15 Mbps.
• Backup internet connection with at least 10 Mbps.
• Backup connection must be capable of supporting work during a power outage.

• Primary Device:

• Desktop or laptop equipped with at least:

• Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
• A minimum of 8 GB RAM.

• Backup Device:

• Must meet or exceed the performance of an Intel Core i3 processor.
• Must be functional during power interruptions.

• A functioning webcam.
• A noise-canceling USB headset.
• A quiet, dedicated home office space.
• Peripherals and Workspace: A smartphone for communication and verification purposes.

Benefits

• Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
• Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
• Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
• Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
• Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
• Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.