Admin Role / CEO Personal Assistant

Forbes IT Solutions Ltd. is a fast-growing managed IT services provider specializing exclusively in the dental industry. We currently support more than 550 dental clinics across Canada, providing managed IT support, cybersecurity, backup and disaster recovery, infrastructure monitoring, Microsoft 365, networking, and technology consulting.

We are looking for an admin / personal assitant to join our team. Role details below:

1. Quotations & Sales Administration

- Prepare accurate and skilled quotations for IT hardware, software, and services.
- Follow up with clients regarding outstanding quotations and approvals.
- Coordinate with internal teams to ensure pricing, product availability, and service details are accurate.
- Maintain organized records of quotations, approvals, and client correspondence.

2. Invoicing & Accounts Receivable

- Prepare and issue client invoices accurately and on time.
- Monitor outstanding accounts receivable and follow up professionally on overdue payments.
- Assist with payment processing, billing inquiries, and account reconciliations.
- Maintain accurate customer billing information and financial records.
- Work with management to resolve billing discrepancies and outstanding balances.

3. Client Communications & Email Campaigns

- Draft and distribute skilled company-wide emails, service announcements, and client notifications.
- Prepare and coordinate newsletters, promotional emails, and key company updates.
- Communicate with clients regarding quotations, billing, scheduling, and general administrative matters.
- Ensure all written communications are clear, accurate, professional, and consistent with the company's standards.
- Maintain client contact lists and communication records.

4. Inventory & Project Coordination

- Work closely with the Inventory Coordinator to track equipment orders, product availability, and deliveries.




- Coordinate with the Project Manager and Scheduling Manager to ensure equipment and services are ready for scheduled installations.
- Assist with purchase orders, order tracking, and client updates.
- Follow up internally to ensure projects progress smoothly and deadlines are met.
- Help identify and resolve administrative delays that may affect project delivery.

5. General Administration & Operational Support

- Maintain accurate customer records, documentation, and internal databases.
- Follow up on outstanding tasks and ensure timely completion.
- Support management and other departments with day-to-day administrative requirements.
- Identify opportunities to improve administrative processes, efficiency, and communication between departments.
- Take ownership of assigned tasks and ensure nothing falls through the cracks.

Qualifications & Skills

Required:

- Previous experience in administration, office coordination, billing, or a similar role.
- Excellent written and verbal English communication skills.
- Strong organizational skills and exceptional attention to detail.
- Proficiency with Microsoft Office, particularly Outlook, Excel, and Word.
- Ability to manage multiple tasks and priorities in a busy environment.
- Confidence in communicating directly with clients by email and telephone.
- Strong follow-up skills and the ability to work independently.
- A professional, positive, and solution-oriented attitude.

Preferred:

- Experience with QuickBooks or other accounting/invoicing software.
- Experience in accounts receivable and payment collections.
- Experience preparing quotations and purchase orders.
- Familiarity with IT hardware,



software, or managed IT services.
- Experience coordinating with inventory, purchasing, and project management teams.
- Experience with email newsletters or customer communication platforms.

Previous IT industry experience is an asset but is not required. We value organization, reliability, communication skills, and a willingness to learn.

What We're Looking For

We are looking for someone who is more than just an administrator. We want a dependable team member who takes initiative, follows up without needing constant reminders, and takes pride in keeping operations organized.

You will be communicating with clients regularly and working alongside multiple departments, so the ability to build relationships, stay organized, and maintain professionalism is essential.

Why Join Forbes IT?

- Join a well-established and rapidly growing Canadian IT company.
- Work in a specialized industry with a strong and expanding client base.
- Be part of a collaborative and supportive team.
- Enjoy a stable, full-time position with opportunities for professional growth.
- Make a direct impact on the efficiency and success of our daily operations.

Job Type: Full-time Pay: From $50,000.00 per year

Ability to commute/relocate

- North Vancouver, BC V7P 3S1: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Can we run a background check for security puprposes?
- Are you a citizen or on a work visa?
- Please copy/paste your Linkedin here
- What is it about this role that makes you interested?
- Please rate your English speaking skills on a scale of 0 to 10, where 0 means no English speaking ability and 10 means fluent/native-level communication.
- Do you have an experience in admin or PA role? please explain.
- Do you have an experience in working in an IT company?

Language:
- Fluent English (required)

Work Location: In person

📌 Admin Role / CEO Personal Assistant (North Vancouver)
🏢 Forbes IT Solutions
📍 North Vancouver