Competitive compensation ($52,000 to $60,000 annually), a comprehensive health benefits package, and a retirement savings plan
About Hallmark Hallmark Housekeeping Services Inc. is Canada's premium janitorial partner, and an industry leader in sustainable and cutting-edge solutions. Our focus is to serve our customers by providing a consistent and superior service in an economical, safe, and environmentally responsible manner. Since our inception in 1977, we have remained focused on being an employer of choice, by fostering an engaging organizational culture, and prioritizing the well-being of all members of our team.
Position Summary Hallmark is seeking an organized and proactive Administrative Assistant to support our Vancouver office and its operations team. Working closely with the Regional Director and the Senior Operations Manager, the successful candidate will provide day-to-day administrative support for a multi-site portfolio of office and commercial buildings across Metro Vancouver, including unionized and non-unionized environments.This is a hands-on, in-office role with occasional visits to client sites, suited to someone who enjoys a dynamic workload, takes ownership of their work, and communicates professionally with employees, clients, and vendors. The Administrative Assistant will report directly to the Regional Director and will support both the Regional Director and the Senior Operations Manager. This is an in-office position based at our Vancouver office. Remote or hybrid work is not available for this role.
The responsibilities of this position include:




Serving as the first point of contact for the Vancouver office: answering phones and the general inbox, greeting visitors, and receiving and distributing incoming mail
Providing administrative support to the Regional Director and the Senior Operations Manager, including calendar management, meeting coordination, correspondence, and document preparation
Completing payroll entries for assigned sites, and reviewing employee timecard entries daily to ensure accurate punch-in and punch-out records
Accurately recording sick days, vacation, leaves of absence, and absenteeism, and tracking sick day usage
Creating client invoices, including monthly billing and additional service work
Placing supply orders through our procurement system and following up with suppliers on order status and delivery
Ordering office supplies weekly and managing inventory of uniforms, stationery, and other supplies
Supporting health and safety programs across the province, including maintaining the office safety board and our COR (Certificate of Recognition) compliance processes
Supporting new site start-ups from an administrative perspective, including new hire onboarding and site office setup
Maintaining organized filing systems and records




Managing key control and tracking company vehicle maintenance
Arranging cleaning services for the Vancouver office
Tracking quality control inspection results and preparing KPI reports
Performing other administrative duties as required
Qualifications In addition to having considerable experience working in the janitorial or facilities services industry, the ideal candidate should possess the following qualifications and skills:
2+ years of administrative or office support experience
Post-secondary diploma or certificate in Office Administration, Business, or a related field is an asset
Proficiency in MS Office (Outlook, Word, Excel, PowerPoint), and comfort learning new software and technology
Experience with payroll, timekeeping, or invoicing is an asset
Excellent written and verbal communication skills in English; bilingual or multilingual is a plus
Strong organizational skills, with the ability to manage competing priorities and meet deadlines
High attention to detail and accuracy, particularly with numbers, timecards, and records
A professional, service-focused approach when working with employees, clients, and vendors
Discretion and sound judgment in handling confidential employee and client information
Availability to occasionally respond to urgent emails and calls outside regular business hours
Valid driver's licence
Ability to obtain and maintain a Government of Canada security (reliability) clearance
Experience in a unionized workplace is an asset

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📌 Administrative Assistant (British Columbia)
🏢 Hallmark Clean
📍 British Columbia