Administrative Assistant – Accounting & Operations

Seaway Water and Waste ManagementPickering, Ontario

Position Type: Full-TimeSchedule: 40 hours - Monday to Friday (occasional Saturday)

About Seaway Water and Waste Management

For over 65 years, Seaway Water and Waste Management has provided water and waste management services to construction companies, contractors, and commercial clients across the GTA, Durham, York and Peel Region. We are looking for an organized, dependable, and detail-oriented Administrative Assistant to support our daily office operations, accounting functions, and coordination of field services.

Services Seaway Seaway Water and Waste Management

- Water Delivery - to construction sites, pools, hot tubs, wells, tanks, skating rinks and more.
- Truck Onsite Services - sod watering, dust control, water compaction, water testing, festivals and more.
- Temporary/Emergency Water Supply
- Sea Container and Poly Tank Rentals [daily / weekly / monthly]
- Septic Service - pump out and disposal
- Waste Bin Rentals

Position Overview

The successful candidate will play an significant role in ensuring the smooth operation of our office. This position involves a combination of administrative support, accounts payable and receivable, bookkeeping, customer service, scheduling, and coordination with commercial and residential requests.

The ideal candidate is comfortable multitasking in a fast-paced environment, supervision, communicating with clients and contractors, and managing changing priorities throughout the day.

Key Responsibilities

Administrative & Office Support

- Manage incoming phone calls, emails, and general customer inquiries.
- Maintain organized digital and physical filing systems.
- Prepare, organize, and maintain invoices, service records, and customer documentation.
- Organize Google Calendar and e-mail, service requests, and daily operational activities.
- Assist management with administrative tasks and day-to-day office operations.

Accounting & Bookkeeping

- Process accounts payable and accounts receivable.
- Prepare, issue,



and track customer invoices.
- Process and record payments through Visa, Mastercard, EFT, cheque, and cash.
- Monitor outstanding balances and conduct customer follow-ups for overdue accounts.
- Investigate billing discrepancies and assist with account reconciliations.
- Maintain accurate financial records using QuickBooks and/or Sage.
- Assist with expense tracking, supplier invoices, and job costing.

Operations & Construction Coordination

- Coordinate water and waste management service requests for construction sites.
- Communicate with construction supervisors, project managers, and site personnel to confirm service requirements.
- Schedule and dispatch drivers based on daily bookings and changing site requirements.
- Monitor ongoing service requests and follow up on outstanding jobs.
- Prepare service estimates, quotations, and customer pricing.
- Track transportation costs, service charges, and supplier expenses.

Customer Service & Communication

- Maintain professional relationships with existing clients and suppliers.
- Respond to customer questions, billing concerns, and service inquiries.
- Communicate scheduling updates and resolve operational issues.
- Ensure clients receive timely and accurate information regarding their services.

Qualifications & Requirements

- Previous 3-5 years of experience in administrative support, office administration, customer service or bookkeeping.
- Knowledge of accounts payable and accounts receivable.
- Experience with QuickBooks, Sage, or other accounting software is an asset.
- Proficiency in Google Office, particularly Calendar, Excel and Docs.
- Strong organizational, time-management,



and multitasking abilities.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy when handling financial transactions.
- Ability to work independently and take initiative.
- Experience in construction, transportation, water management, or a related industry is considered an asset.

Additional Requirements & Personal Qualities

- Reliable transportation: Must have a dependable personal vehicle and the ability to commute daily to our office located in Claremont, Ontario (near 8th Concession and 22nd Sideroad).
- Valid driver's licence: Must hold a valid Ontario G or G2 driver's licence.
- Dependability: Punctual, reliable, responsible, and committed to maintaining consistent attendance.
- Ability to take direction: Able to listen carefully, follow instructions, accept feedback, and carry out tasks accurately and efficiently.
- Resourcefulness: A proactive problem-solver who can think independently, use good judgment, and find solutions rather than waiting to be told what to do.
- Strong work ethic: Takes ownership of responsibilities, follows through on tasks, and takes pride in producing accurate work.
- Adaptability: Comfortable handling changing priorities, learning new processes, and stepping in where needed to support the team.

What We’re Looking For

We are looking for someone who is proactive, responsible, and comfortable taking ownership of their daily responsibilities. The successful candidate should be able to work independently, adapt to changing priorities, and communicate effectively with both office staff and field personnel.

If you are organized, reliable, and enjoy working in a fast-paced construction-related environment, we would love to hear from you!

How to Apply: Please submit your resume and cover letter for consideration.

Pay: $22.00-$24.00 per hour

Expected hours: 40.0 per week

Benefits:

- Casual dress
- Dental care
- Extended health care
- Life insurance
- On-site parking

Work Location: In person

📌 Administrative Assistant (Pickering)
🏢 Seaway Water Supply
📍 Pickering