Administrative Assistant

Department: Administrative Location: Mississauga, Ontario, CA Employer Reference: P1-2014526-1 Vipond Employment Opportunity – Administrative Assistant Location: Mississauga Job Type: Full-Time Reports To: Office Manager
About us- Why join Vipond? At Vipond, powered by API Group, we provide Fire, Life safety and Security solutions to protect what matters most to you and to our clients across the nation. As a leading provider in this industry, we have serviced the Canadian market proudly since 1945. Joining our team, means being part of a leading provider of Fire, Life safety and Security solutions, with opportunities for development, growth and future advancement Our team of approximately 1,100 specialists is comprised of sales representatives, professional engineers, qualified system designers, certified installers and service technicians, who demonstrate personal pride and commitment to ensure our customers are treated with the highest level of ethics, integrity and professionalism, while providing cost-effective solutions for all their fire protection and security needs. For more information about Vipond, please visit us at www.vipond.ca
Role Summary: Our Mississauga is looking for Service / Project Coordinator to join the team. The Administrative Assistant is involved with the day-to-day operations of an office or department. This role includes a variety of administrative and clerical tasks designed to support the smooth functioning of the organization. The Administrator is a key point of contact for employees, clients, and external partners, ensuring that administrative activities are efficient, professional, and aligned with the organization's goals
Key Job Responsibilities:

Administrative Support/Customer Service:

• Provide technician scheduling and customer service
• Assist with the preparation of reports, presentations, and other documents.
• Manage incoming phone calls, emails, and other communications, and schedule service and project work
• Ensure a clean, organized, and welcoming office environment

HR Support:

• Assist with onboarding of new employees, including preparation of onboarding materials and coordination of orientation activities.
• Maintain employee records and ensure proper documentation of HR activities.
• Coordinate and assist with employee training sessions and professional development activities.
• Payroll processing duties

Financial Administration:

• Potential Involvement in accounts receivable
• Invoicing of service and small fixed price contracts

Event Coordination:

• Plan and organize company events, meetings, and conferences.
• Coordinate logistics, including venue booking, catering, and travel arrangements. Ensure events run smoothly and address any issues that may arise.

Other duties as required

Job Qualifications and Requirements:

High school diploma or equivalent; an associate or bachelor’s degree in business administration, Office Management, or a related field is preferred Minimum of 2-3 years of experience in an administrative or office management role Relevant certifications in office administration or management are advantageous Attention to detail and a high level of accuracy in work Ability to handle confidential information with discretion Excellent leadership and communication skills Strong organizational abilities and attention to detail Proficient in using Microsoft Office programs and other relevant tools Excellent ability to manage multiple priorities and adhere to tight deadlines Customer-focused mindset, problem-solving abilities, and a proactive approach to managing service operations Ability to work independently with minimal supervision and as part of a team

More about the position:

Excellent problem solving skills Highly organized and able to work under pressure Adaptable to changing environments Strong interpersonal skills and effective at building relationships - with a demonstrated client service orientation Self-motivated with a genuinely positive outlook

What Vipond offers you

Competitive compensation Employee Stock Purchase Program Diverse Workforce. Vipond has a great company culture and is an equal opportunity employer Be part of a winning organization Opportunities to advance your career Work in a specialized, essential and rapidly growing life safety industry Comprehensive health and dental benefits package Defined Contribution Pension plan Employee Discounts Flexible work schedules and working hours. Vipond promotes a positive work-life balance for its employees Learning and Development opportunities Reward and Recognition Program Safe and secure work environment Supporting company culture Employee Profit Sharing Plan

We thank all applicants for their interest however, only those candidates selected for an interview will be contacted We are committed to a diverse and inclusive workplace for all. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure fair and equitable access throughout the recruitment and selection process
To Apply: Please send your resume and a cover letter to Don Connor @ [email protected]
Background Check Requirements: As a condition of employment, this position may be subject to the successful completion of the following pre-employment conditions:

Criminal Background Check Reference Check

We thank all applicants for their interest however, only those candidates selected for an interview will be contacted
We are committed to a diverse and inclusive workplace for all. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure fair and equitable access throughout the recruitment and selection process

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