Operations & Administrative Assistant

The Same Guys Insulation is looking for a highly organized, dependable and motivated Operations & Administrative Assistant to help manage the day-to-day operations of our growing residential insulation company.

This is not just a receptionist position. We’re looking for someone who can take ownership of customer communication, scheduling, follow-ups, paperwork, hiring coordination and general administration so that nothing falls through the cracks.

Pay: $25–$40 per hour Hours: Approximately 30–40 hours per week Job Type: Full-time, Permanent Work Arrangement: Primarily remote, with occasional in-person meetings, interviews or training in the Durham Region/Bowmanville area.

Responsibilities:

Answer incoming customer calls and respond professionally

Gather new lead information and schedule inspections

Manage inspection and installation scheduling

Send appointment confirmations, ETA messages and customer updates

Follow up with leads, quotes and existing customers

Assist with preparing and sending quotes using established systems

Monitor email and keep outstanding items organized

Collect and organize rebate paperwork and customer documents

Prepare job information for installation crews

Track job photos, documentation and material information

Assist with invoices and routine payment follow-ups

Coordinate employees and subcontractors

Review job applications and resumes

Conduct initial phone screens





Schedule and conduct structured candidate interviews

Record interview notes and help coordinate reference checks

Maintain hiring and applicant tracking systems

Assist with onboarding new employees Maintain organized digital files, spreadsheets and company systems

Learn and use AI and automation tools to improve efficiency

What We’re Looking For:

Excellent organization and attention to detail

Strong phone, text and email communication

Comfortable speaking with homeowners and job applicants

Reliable, punctual and professional

Able to manage multiple priorities at the same time

Strong problem-solving skills and good judgment

Comfortable working independently Confident using computers, email, Google Calendar, Google Drive and spreadsheets

Willing to learn new software, systems and AI tools

Customer service, administration, dispatching, scheduling, recruiting or home-service experience is an asset

We are looking for someone who takes ownership. If something needs to be followed up on, organized or completed, we want someone who will take initiative rather than wait to be reminded.

The right person will become an important part of the day-to-day operation of the company and will have the prospect to take on greater responsibility as the business continues to grow.

Pay: $25.00-$40.00 per hour

Work Location: Hybrid remote in Bowmanville, ON

📌 Operations & Administrative Assistant (Bowmanville)
🏢 The Same Guys Insulation
📍 Bowmanville