Competitive compensation ($52,000 to $60,000 annually), a comprehensive health benefits package, and a retirement savings planAbout HallmarkHallmark Housekeeping Services Inc. is Canada's premium janitorial partner, and an industry leader in sustainable and innovative 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 SummaryHallmark 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 energetic 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 mailProviding administrative support to the Regional Director and the Senior Operations Manager, including calendar management, meeting coordination, correspondence, and document preparationCompleting payroll entries for assigned sites, and reviewing employee timecard entries daily to ensure accurate punch-in and punch-out recordsAccurately recording sick days, vacation, leaves of absence, and absenteeism, and tracking sick day usageCreating client invoices, including monthly billing and additional service workPlacing supply orders through our procurement system and following up with suppliers on order status and deliveryOrdering office supplies weekly and managing inventory of uniforms, stationery, and other suppliesSupporting health and safety programs across the province, including maintaining the office safety board and our COR (Certificate of Recognition) compliance processesSupporting new site start-ups from an administrative perspective,



including new hire onboarding and site office setupMaintaining organized filing systems and recordsManaging key control and tracking company vehicle maintenanceArranging cleaning services for the Vancouver officeTracking quality control inspection results and preparing KPI reportsPerforming other administrative duties as requiredQualificationsIn 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 experiencePost-secondary diploma or certificate in Office Administration, Business, or a related field is an assetProficiency in MS Office (Outlook, Word, Excel, PowerPoint), and comfort learning new software and technologyExperience with payroll, timekeeping, or invoicing is an assetExcellent written and verbal communication skills in English; bilingual or multilingual is a plusStrong organizational skills, with the ability to manage competing priorities and meet deadlinesHigh attention to detail and accuracy, particularly with numbers, timecards, and recordsA professional, service-focused approach when working with employees, clients, and vendorsDiscretion and sound judgment in handling confidential employee and client informationAvailability to occasionally respond to urgent emails and calls outside regular business hoursValid driver's licenceAbility to obtain and maintain a Government of Canada security (reliability) clearanceExperience in a unionized workplace is an asset

📌 Administrative Assistant (Vancouver)
🏢 Hallmark Clean
📍 Vancouver