Jobs in Vaughan

Newest first

Within 25 km of Vaughan

Added 29 days ago
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TDSB Community Services

Administrative Coordinator

Vaughan, ON, Canada

Full-time

Within 25 km of Vaughan · About 5.3 km from the city centre

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Job details

Job type: Full-time
Apply by: Nov 8, 2026
Experience: Demonstrated experience in an administrative position. (Minimum 4 years)
Posted: Oct 9, 2026

Original job description

Company Details

Company Name: ICE Improvements

Industry: Construction

Location: Vaughan

Employment Details

Working Hours: 9am to 5pm Monday to Friday

Summary Of Duties

Maintain organized project files (contracts, permits, drawings, change orders, invoices)

Manage emails, phone calls, and general correspondence with clients and vendors

Handle incoming calls and emails with professionalism and courtesy.

Schedule jobs and maintain the Outlook Calendar

Perform clerical tasks, including data entry, document management, and proofreading.

Organize files and keep an efficient digital filing system.

Collaborate with team members to meet project deadlines

Prospecting

Organizing CEO Calendar

Track purchase orders and expenses

Social Media

Maintain cost tracking spreadsheets

Creating proposals or quotes templates

Assisting with procurement or material ordering

Preparing Invoices

Qualifications

Demonstrated experience in an administrative position. (Minimum 4 years)

Strong organizational skills and ability to prioritize tasks effectively.

Friendly and professional customer service skills.

Keen attention to detail for data entry and proofreading tasks.

Ability to work independently while communicating effectively with the team.

Contracts & subcontracts

Billing & invoicing

Experience tracking project schedules and maintaining project logs

Proficient in Microsoft Office (Excel, Word, Outlook) and construction management software (e.g. Jobber)

Strong organizational skills with the ability to manage high-volume documentation and tight deadlines

Excellent written and verbal communication skills

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More about this job

Responsibilities

Maintain project documentation, schedules, calendars, cost-tracking records, and correspondence with clients and vendors. Support procurement, proposals, purchase orders, invoicing, and general administrative tasks to help the team meet project deadlines.

Requirements

Requires at least four years of administrative experience, strong organizational and prioritization skills, attention to detail, and professional customer service and communication abilities. Candidates should be proficient in Microsoft Office and construction management software such as Jobber, with experience in project schedules, logs, contracts, billing, and invoicing.

Skills

Project File Management
Scheduling
Calendar Management
Data Entry
Document Management
Customer Service
Written Communication
Verbal Communication
Proofreading
Microsoft Excel
Microsoft Word
Microsoft Outlook
Jobber
Cost Tracking
Billing and Invoicing
Procurement

Visa sponsorship

Not detected in the job text

Keywords

Construction
Project Administration
Project Files
Contracts
Subcontracts
Permits
Drawings
Change Orders
Invoices
Outlook Calendar
Data Entry
Document Management
Microsoft Office
Microsoft Excel
Microsoft Word
Microsoft Outlook
Jobber
Project Schedules
Project Logs
Purchase Orders
Expense Tracking
Cost Tracking
Proposals
Quotes
Procurement
Material Ordering
Social Media
Billing
Invoicing

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