Executive Assistant & Administrative CoordinatorAbout Royal Cleaners

Royal Cleaners is a growing professional cleaning and facility services company providing reliable, high-quality services to commercial and residential clients.

As our operations continue to grow, we are seeking an organized, dependable, analytical, and detail-oriented Executive Assistant & Administrative Coordinator to provide direct support to the Director and assist with the company's administration, client services, financial reporting, scheduling, recruitment, and business operations.

This position is suited to someone who is comfortable working within established procedures while taking ownership of recurring responsibilities, maintaining accurate records, following up on key tasks, and identifying matters that require management attention.

Training, templates, checklists, systems, and established workflows will be provided.

About the Role

The Executive Assistant & Administrative Coordinator will work closely with the Director to help keep the company's day-to-day administrative and business activities organized and on schedule.

The role combines executive support, client service, administration, financial reporting, CRM management, recruitment coordination, scheduling, and operational follow-up.

You will not be expected to build the company's systems from scratch. Your responsibility will be to effectively use and maintain existing systems, ensure information is accurate and current, complete required follow-ups, prepare reports, and support the Director with information needed for business decisions.

As the company grows, you will also be encouraged to identify practical opportunities to improve administrative efficiency.

Key ResponsibilitiesExecutive & Administrative Support

- Provide executive and administrative support directly to the Director.
- Manage emails, phone calls, messages, documents, forms, correspondence, and follow-up activities.
- Coordinate schedules, appointments, meetings, reminders, and administrative deadlines.
- Maintain organized digital and physical business records.
- Prepare routine reports, spreadsheets, correspondence, forms, and internal documentation.
- Provide weekly verbal updates and prepare required monthly documentation and reports.
- Monitor outstanding tasks and ensure important follow-ups are completed on time.
- Identify matters requiring the Director's attention and escalate them promptly.
- Handle confidential company, employee, financial, and client information professionally.

Client Services & Communications

- Support a consistent client experience from initial inquiry through quotation, onboarding, service delivery, and follow-up.
- Respond to routine client inquiries using approved templates, procedures, and company guidelines.
- Coordinate client communications, reminders, documentation, and service updates.
- Maintain accurate client records and contact information.
- Follow up on quotations, service requests, client documentation, and outstanding administrative matters.
- Communicate professionally with clients, suppliers, employees, and other business contacts.

CRM & Lead Management

- Maintain accurate customer and prospective-client information within the company's CRM and related systems.
- Track leads, inquiries, quotations, follow-ups, and client activity.
- Ensure prospective clients receive appropriate and timely follow-up.
- Organize CRM information to support client retention, seasonal promotions, email campaigns, and future business-development activities.
- Assist the Director in monitoring sales opportunities and outstanding quotations.

Financial Administration & Reporting

- Assist with invoices, payment follow-ups, accounts receivable,



accounts payable, and routine financial administration.
- Monitor outstanding accounts, collections, and payment trends.
- Prepare monthly financial reports covering revenue, expenses, profitability, and cash flow.
- Assist with monthly account reconciliations and period-end administrative procedures.
- Support the preparation of annual budgets, forecasts, and financial projections.
- Compare actual operating results against budgets and assist in identifying significant variances.
- Maintain financial spreadsheets and models used to support pricing, growth initiatives, operational planning, and capital investment decisions.
- Monitor and report on key business performance indicators, including labour costs, utilization, customer retention, gross margins, and job profitability.
- Maintain accurate supporting documentation for financial and management reporting.

Recruitment & Staff Administration

- Assist with recruitment and hiring coordination.
- Organize job postings, applications, interviews, candidate communications, and recruitment documentation.
- Coordinate employee onboarding documentation and administrative requirements.
- Assist with internal staff communications and distribution of company information.
- Maintain organized employee and administrative records in accordance with company procedures.
- Coordinate routine employee documentation and follow-ups as directed.

Scheduling & Operational Coordination

- Maintain and update scheduling information as required.
- Assist with administrative coordination between management, employees, clients, and service locations.
- Monitor recurring operational and administrative deadlines.
- Follow established company workflows and checklists to ensure required tasks are completed.
- Assist the Director with operational reporting and administrative follow-up.

Vacation Rental & Property Administration

- Assist with the administration of company-managed vacation rental activities.
- Coordinate booking-related information, schedules, cleaning requirements, guest or property communications, and administrative follow-up where required.
- Maintain accurate records relating to vacation rental operations.

Office & Workplace Administration

- Assist with the general organization and management of the office.
- Help maintain appropriate standards of office cleanliness, hygiene, organization, and presentation.
- Monitor basic office supplies and administrative requirements.
- Ensure documents and records are properly filed and readily accessible.

Marketing & Business Support

- Assist with basic marketing activities, promotions, email campaigns, and online updates.
- Create and schedule social media content using established company branding, templates, and content plans.
- Assist with organizing marketing materials, client information, and promotional content.
- Use existing client and CRM information to support retention initiatives and business-development activities.

Additional Responsibilities

- Follow company policies, procedures, templates, checklists, and established workflows consistently.
- Recommend practical improvements to existing administrative systems where appropriate.
- Carry out additional administrative duties delegated by the Director, provided they are reasonable and consistent with the position.

What We're Looking For





The ideal candidate will have:

- Previous experience in executive assistance, administration, bookkeeping, finance, customer service, office coordination, or a related role.
- Strong organizational skills and excellent attention to detail.
- Strong numerical ability and comfort working with financial information and spreadsheets.
- Ability to prepare and interpret basic financial and operational reports.
- Professional written and verbal communication skills.
- Ability to follow established procedures, checklists, templates, and reporting requirements accurately.
- Strong follow-through and the ability to meet recurring deadlines.
- Ability to manage multiple priorities while keeping information organized.
- Ability to work independently after appropriate training.
- Good judgment regarding which matters can be handled independently and which should be escalated to the Director.
- Professional and respectful communication with clients, employees, suppliers, and business contacts.
- Ability to maintain confidentiality when handling sensitive business, employee, client, and financial information.

Technical Skills

Candidates should be comfortable using or learning:

- Microsoft Word and Excel
- Email and calendar applications
- Spreadsheets and financial reporting templates
- CRM and customer-management systems
- Scheduling and workforce-management platforms
- Canva
- Social media platforms
- Cloud-based file and document-management systems
- Invoicing and basic accounting software
- Other digital business tools used by Royal Cleaners

Experience with Excel, bookkeeping/accounting, CRM systems, invoicing, financial reporting, recruitment, scheduling, or social media management will be considered an asset.

This Role May Be a Good Fit If You

- Enjoy organized systems, clear responsibilities, and measurable expectations.
- Are dependable and consistent with follow-ups.
- Pay close attention to details and notice when information does not appear correct.
- Are comfortable working with numbers, reports, spreadsheets, and business information.
- Communicate confidently and professionally.
- Can manage recurring responsibilities without needing constant reminders.
- Are comfortable asking questions during training and subsequently working independently.
- Understand the importance of confidentiality and professional judgment.
- Enjoy supporting a growing business and taking ownership of administrative responsibilities.
- Prefer maintaining and improving established systems rather than constantly starting from scratch.

What We Offer

- Training on Royal Cleaners' systems, procedures, and expectations.
- Established templates, checklists, workflows, and communication guidelines.
- A structured position within a growing company.
- Direct exposure to business administration and management.
- Variety across executive support, finance, client service, recruitment, scheduling, operations, and marketing.
- Opportunities to develop skills in executive assistance, financial administration, operations, and business management.
- Opportunities for increased responsibility as the company continues to grow.

How to Apply

Please submit your resume and a brief cover letter explaining your relevant experience and why you believe you would be a good fit for the Executive Assistant & Administrative Coordinator position.

Applications may be submitted through Indeed.

Royal Cleaners is committed to maintaining a respectful, professional, and inclusive work environment.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: From $21.00 per hour

Benefits:

- On-site parking

Work Location: In person

📌 Executive Assistant & Administrative Coordinator (Canada)
🏢 Royal Cleaning Services
📍 Canada