Administrative Assistant(U.S./Canada/UK background is required)

Department: Operations

Employment Type: Full Time

Location: Toronto, ON, Toronto, Remote

• Manage and maintain relationships with recurring clients, ensuring high levels of service and satisfaction.
• Engage with new and existing clients to identify service needs and close sales opportunities.
• Support sales efforts for specialized services, including termite jobs and environmental assessments.
• Respond to inbound inquiries from multiple communication channels.
• Coordinate and manage daily service routes and technician schedules.
• Schedule appointments for inspections and services, including mold and lead inspections.
• Arrange emergency service requests as needed.
• Assist in coordinating technician resources across teams.
• Provide operational support to leadership as needed.
• Assist in managing and supporting the Chinese CSR team.
• Create, update, and maintain training materials for team members.
• Manage and resolve service tickets through CRM systems (e.g., HubSpot).
• Prepare and compile reports, including XRF and Local Law filings.
• Support compliance-related processes such as Local Law 69 and Local Law 55 requirements.
• Track and manage recurring compliance clients.
• Generate and send invoices to clients.
• Track payments and follow up on outstanding balances.
• Occasionally coordinate in-person payment collection when required.
• Facilitate communication between internal teams to ensure seamless service delivery.
• Coordinate resource sharing and job support between departments.
• Act as the primary liaison between clients, schedulers, and technicians.
• Handle client communications via phone, email, and occasional in-person interactions.
• Address billing inquiries and follow up on past-due invoices.
• Maintain detailed records of client interactions and outstanding balances.

Hard Requirements:

• Previous experience in client management, account management, operations coordination, customer service, or a similar role.
• Strong experience communicating directly with clients and customers.
• Excellent written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• Ability to coordinate multiple schedules, teams, clients, and priorities.
• Strong follow-up skills and attention to detail.
• Comfortable handling billing inquiries, invoices, and payment follow-ups.
• Experience using CRM systems; HubSpot experience is an advantage.
• Comfortable working independently and taking ownership of assigned responsibilities.
• Strong problem-solving and communication skills.
• Ability to work effectively in a fast-paced, service-oriented environment.
• Must have grown up in the United States, Canada, or the United Kingdom.
• Open to expatriates who have relocated abroad and are currently working or living remotely.
• Must be comfortable communicating with North American clients and working within North American business processes.
• Previous experience in construction, restoration, environmental services, or a related industry.

Schedule:

• 40 Hours/Week
• Monday-Friday 9:00AM-8:00PM EST
• Should be open to schedule including weekends and holidays

Offer and Benefits:

• Weeks 1–8: $8 USD/hour 
• Weeks 9-16: $9 USD/hour 
• Weeks 17 onwards: $10 USD/hour