GQ Mechanical Corp. is looking for a professional, organized, and detail-oriented Administrative Assistant to join our office team.

This role supports the financial, administrative, and service coordination functions of our commercial service operation. The successful candidate will work closely with management and the service team, with a solid focus on QuickBooks Online, invoicing, financial administration, customer communication, and dispatch support.

We are looking for someone who is dependable, accurate, passionate about customer service, and takes pride in seeing tasks through from start to completion. The successful candidate should be comfortable managing multiple priorities while maintaining strong communication, organization, and follow-up.

Key Responsibilities

Financial & QuickBooks Administration

Maintain accurate records in QuickBooks Online

Prepare and issue customer invoices

Enter and process vendor bills

Support accounts payable and accounts receivable

Record customer and supplier payments

Assist with account and transaction reconciliations

Review vendor statements and resolve discrepancies

Maintain purchase orders, receipts, and expense documentation

Assist with financial record keeping and management reporting

Track credits, reimbursements, and outstanding balances

Office Administration

Maintain organized electronic records and company files

Prepare forms, reports, and service-related documentation

Maintain customer and supplier account information

Support purchase order and parts documentation

Respond to customer and supplier correspondence

Follow up on outstanding documents, approvals, and internal requests

Provide general administrative support to management and operations





Track open tasks and ensure they are followed through to completion

Dispatch & Service Support

Receive and document customer service requests

Create and update service calls in the company service-management system

Collect customer, site, and equipment information

Communicate scheduling information to customers

Assist with technician coordination and scheduling as required

Monitor incoming service emails and requests

Provide dispatch coverage during busy periods, breaks, vacations, or absences

Communicate professionally with customers, technicians, suppliers, and management

Follow up on outstanding service items to help ensure requests are properly closed

Qualifications

Previous experience in administration, bookkeeping, dispatch, or office support

Strong working knowledge of QuickBooks Online

Experience with invoicing, accounts payable, and accounts receivable

Strong computer skills, including Microsoft Excel or Google Sheets

Excellent attention to detail and accuracy

Strong organizational and time-management skills

Passionate about providing excellent customer service and creating a positive customer experience

Strong sense of ownership and follow-through, with a focus on completing tasks accurately and on time

Able to track open items, follow up proactively, and ensure requests are carried through to completion

Professional written and verbal communication





Comfortable working with customers and suppliers by phone and email

Ability to manage multiple priorities in a fast-paced service environment

Reliable, punctual, and able to work independently

Comfortable learning new software and internal systems

Preferred Experience

Experience in any of the following industries is considered an asset:

HVAC

Mechanical service

Commercial kitchen equipment

Construction

Electrical or plumbing trades

Automotive service

Field-service operations

Additional assets include

Service dispatch experience

Purchase order and parts-ordering experience

Payroll administration

Field-service management software

Experience supporting mobile technicians or service teams

Position Details

Full-time

1-year fixed-term contract

In-person position

- Burlington, Ontario The position may be renewed at GQ Mechanical Corp.’s discretion based on performance, attendance, business needs, and overall suitability for the role. Renewal is not automatic and, if offered, will be confirmed in writing.

About GQ Mechanical Corp.

GQ Mechanical Corp. is a growing commercial service company specializing in the service, repair, installation, and preventative maintenance of commercial foodservice equipment.

We support restaurants, institutional kitchens, commercial facilities, and multi-location foodservice operators throughout the GTA and surrounding areas.

We are looking for someone who can take ownership of their responsibilities, maintain a high standard of accuracy and professionalism, provide excellent customer service, and contribute to the smooth day-to-day operation of our office and service team.

To apply, please submit your resume through LinkedIn.

📌 Administrative Office Specialist (Ontario)
🏢 GQ Mechanical
📍 Ontario