Administrative Assistant

Our client, Evergreen Commercial Cleaning, is growing and expanding its team! Evergreen is a dynamic organization that specializes in janitorial services and office cleaning. They have been providing services across Interior BC for over thirty-five years and attribute their success to the people they work with. The management team is a fun-loving and passionate bunch that enjoy what they do; fostering a workplace culture that reflects the core values that have allowed them to stay in business for decades. At Evergreen, they understand that appreciation and acknowledgement are key to achieving a healthy workplace.

Our client would like to add an experienced Administrator to their leadership team on a part time basis; 4 hours a day. As the successful candidate, you will provide comprehensive administrative, operational, and technical support to leadership and internal teams. This role is responsible for coordinating remote office operations, supporting business systems, supporting projects, and ensuring efficient information flow across departments.

The ideal candidate is highly organized, tech-savvy, and proactive, with strong administrative skills and the ability to manage multiple priorities in a fast-paced service environment.

Key Responsibilities

Administrative & Executive Support

• Coordinate meetings, prepare agendas, and record meeting minutes.
  
• Manage calendars, room bookings, and meeting logistics.
  
• Assist with document preparation, electronic filing, and record management.
  
• Prepare employment verification letters and other administrative correspondence.
  
• Provide general administrative support to the leadership team.
  

Operations & Project Coordination

• Coordinate internal projects such as subcontractor agreements, compliance documentation, and operational initiatives.
  
• Track operational metrics such as client renewals, new or lost clients, and contract documentation.
  
• Support management with signing and processing contracts and service agreements using electronic signature tools.
  
• Assist with vendor applications, business licensing renewals, and insurance documentation.
  
• Assist with administrative aspects of employee onboarding, including documentation collection and WHMIS coordination.
  

Systems & Technology Support

• Maintain and support business systems including CRM platforms, project management tools, and internal databases.
  
• Assist with workflow automation and process improvements.
  
• Manage shared document systems such as Google Drive to ensure accurate file organization and accessibility.
  
• Provide light systems administration and technical support for management staff, including basic computer security oversight.
  
• Utilize advanced Excel and data management tools to track operational and financial information.
  

Data & Reporting

• Maintain records and reports related to contracts, client lists, renewals, and operational metrics.
  
• Compile and manage client and subcontractor databases and directories.
  
• Generate reports and maintain master files related to contracts, pricing, and service agreements.
  
• Assist with data entry, document tracking, and compliance reporting.
  

Financial & Administrative Coordination

• Assist with accounts receivable follow-ups and payment tracking.
  
• Process administrative financial tasks such as bill payments and subscription updates.
  
• Coordinate documentation required for banking, insurance renewals, and business accounts.
  
• Support tracking of annual price adjustments and contract renewals.
  

Compliance & Documentation

• Maintain compliance documentation including certificates of insurance (COIs) and contractor compliance systems.
  
• Assist with vendor compliance platforms and safety documentation.
  
• Maintain records of client agreements, contracts, and regulatory documentation.
  

Events & Internal Initiatives

• Coordinate internal and client events including staff celebrations and appreciation initiatives.
  
• Assist with employee communications and internal engagement initiatives.
  

Requirements

Qualifications

• Previous experience in administrative, executive assistant, or operations support roles.
  
• Advanced proficiency with Microsoft Excel and common business software.
  
• Experience with CRM systems, project management tools, and document management platforms (ideally PipeDrive).
  
• Strong organizational and time management skills with the ability to manage multiple tasks simultaneously.
  
• Excellent written and verbal communication skills.
  
• High level of attention to detail and discretion when handling confidential information.
  
• Ability to identify process improvements and implement workflow efficiencies.
  

Key Competencies

• Organization and attention to detail.
  
• Technical proficiency and systems management.
  
• Process improvement and workflow optimization.
  
• Communication and collaboration.
  
• Confidentiality and professionalism.
  
• Problem solving and initiative.
  
• Ability to manage multiple priorities and adhere to strict deadlines.
  

Work Environment

• Primarily a remote work environment, with a requirement for weekly in-person meetings with colleagues in Kelowna, BC.
  

Benefits