Administrative Assistant

Location : Toronto

Statuts : Permanent, Full-Time

Number of open positions : 1

Salary range : $55,000 - $75,000, based on experience Job Description

Reporting to the Inspection Division Manager, the Administrative Assistant provides essential administrative, project, and HR support to the local team, contributing to efficient operations in a fast‑paced, collaborative environment.

Key responsibilities include:

Invoice & Expense Administration

Process subcontractor invoices, inspection work order billing, regulatory fees, and department expenses, ensuring all required documentation is complete and accurate.

Maintain supporting documentation, follow up on missing or inaccurate information, resolve routine discrepancies, and escalate issues as required.

Contractor Compliance

Maintain employee and company records in customer and third-party contractor portals, including certifications, licences, training records, and other required compliance documentation

Update certifications, licences, training records, and other required qualifications

Monitor expiries and coordinate renewals to ensure ongoing compliance

Customer & Contract Administration

Create and maintain customer, billing, service, and contract records, ensuring all information is accurate, complete, and up to date

Prepare, process, and renew contracts and service agreements, following up on missing information and escalating issues as required

Scheduling Support

Provide backup scheduling and dispatch support, coordinating technician assignments, customer appointments, and schedule changes

Maintain scheduling records, communicate updates to stakeholders, and escalate scheduling conflicts or resource concerns as required Success Factors

5 years of experience in an administrative or office support role within the fire protection industry or a similar contract-based industry

Proficient in Microsoft Office (including Excel) with experience using an ERP and/or CRM system (preferred)

Strong organizational and multitasking abilities, with excellent attention to detail

Clear and professional communication skills, combined with a service‑oriented approach

Ability to thrive in a fast‑paced, collaborative team environment

Why Join Viking?

Viking values, respects, and supports the interests of its employees from all walks of life. We will consider all qualified candidates

Salary range: $55,000 – $75,000, based on experience

3 weeks of vacation from May 1st following 1 year of service, 12 paid Statutory Holidays and 5 paid personal days per year

Comprehensive Group Insurance Plan upon hiring, including the virtual care platform Dialogue for a quick access to healthcare services in many Canadian provinces.

Group RRSP with employer contributions following 3 months of continuous service.

Supplemental training according to employee, market or company needs

Years of service Recognition Program

Viking is 100% Canadian Owned and Operated