Fine Air Mechanical Ltd. is looking for an organized, dependable, and professional Receptionist / Administrative Assistant to join our office team.

This position is an important part of our day-to-day operations and will provide administrative support across several areas of the company, including reception, payroll preparation, fleet coordination, and service scheduling.

Responsibilities

● Answer and direct incoming phone calls in a skilled manner

● Greet visitors, customers, suppliers, and employees

● Monitor and respond to general office emails

● Assist with preparing and organizing information for weekly payroll

● Collect and organize employee timesheets and related payroll information

● Assist with scheduling service calls and coordinating with customers and technicians

● Maintain and update service schedules as required

● Coordinate maintenance and service appointments for company vehicles

● Track company vehicle mileage and maintain fleet records

● Keep records of vehicle maintenance, repairs, and scheduled service

● Receive, scan, organize, and file service work orders, invoices, and other documents

● Assist with employee training and certification records

● Coordinate couriers, mail, and deliveries

● Assist with travel arrangements and accommodations when required

● Maintain organized electronic and physical filing systems

● Provide general administrative support to management and the accounting team

● Assist Accounts Payable, Accounts Receivable,



and Payroll staff as required

● Complete other general office and administrative duties as needed

Qualifications

● Previous reception, administrative, or office experience is an asset

● Strong organizational and time-management skills

● Comfortable answering phones and communicating with customers, employees, and suppliers

● Good written and verbal communication skills

● Strong attention to detail and ability to maintain accurate records

● Comfortable working with computers, email, Microsoft Office, and online software

● Experience with QuickBooks Online is an asset but not required

● Experience in construction, HVAC, plumbing, mechanical contracting, or a service-based company is an asset

● Ability to manage multiple tasks and changing priorities throughout the day

● Dependable, punctual, and able to work independently as well as part of a team

What We’re Looking For

We’re looking for someone who is organized and takes initiative. This is not strictly a front-desk position—the successful candidate will be involved in several areas of the business and will help keep our office, service department, payroll preparation, and vehicle fleet organized.

Position: Full-TimeSchedule: Monday to FridayWork Location: In person

Pay: $20.00-$26.00 per hour

Benefits:

- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- RRSP match

Work Location: In person

📌 Receptionist/Administrative Assistant (Canada)
🏢 Fine Air Mechanical
📍 Canada