About J&S Sales BC Inc.
J&S Sales is an industry leader in commercial HVAC Engineering and Sales. Stocking a variety of trusted and respected brands, they provide a range of HVAC products and supply their customers with comprehensive parts and services.
About The Administration Assistant role
On behalf of our client, we are searching for a highly organized, proactive and detail-orientated Administration Assistant to support the accounting, project coordination and office operations at J&S Sales. This role is ideal for someone who enjoys working across departments, thrives in a fast-paced environment, and takes pride in keeping things running smoothly behind the scenes.
Reporting to the VP of Operations, this role will play a key role in supporting financial processes, policy compliance, customer engagement, and team logistics. We are looking for someone to start as soon as possible.
Key Responsibilities
Office Administration & Service Scheduling
· Answer service department phone calls and emails.
· Schedule and confirm appointments, ensuring locations are optimized to reduce technician travel time.
· Follow up with technicians on service reports and communicate updates to customers, sending status and completion reports.
· Maintain and update the master office calendar; send and manage calendar invites
· Track employee vacation, sick days, and time-off records
· Send out internal notices (e.g., holidays, closures)
· Coordinate logistics for sales events or meetings, including booking venues and arranging materials
· Ensure warehouse and lunch areas are clean, stocked, and organized
· Manage facility-related services: cleaning, small repairs, fire inspections, forklift servicing and gas/ propane refills, finding cost saving alternatives when possible
· Maintain health benefit plans and onboard employees to them
· Shop monthly for snacks, beverages, office consumables, office and cleaning supplies; maintaining minimum stock
· Provide backup coverage for other admin roles during absences or peak times
Accounting & Project Support
· Issue purchase orders and submit invoices for approval
· Maintain updated records in accounting and project tracking tools
· Review employee expense reports for policy and accounting compliance
· Flag unusual or out-of-policy expense claims
· Track sales-related expenses to generate quarterly reports on customer meetings and engagement trends
· Track company-purchased tools and software to manage cost and accountability
Skills and Qualifications
· 2+ years of experience in administrative, accounting, or project support roles
· Completion of High School/ Secondary School Diploma
· Ability to assist with client communications, delivery confirmations, and event logistics in a professional and friendly manner
· Skilled in staying organize while multi-tasking in a high-paced environment
· Knowledge of refrigeration, HVAC, and other building systems is an asset but not required
· Strong attention to detail when handling accounting papers, especially expense reports
· Excellent written and verbal communication skills
· Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
· Familiarity with FSM and CRM tools, and accounting software is an asset
· Excellent written and verbal communication skills
· High attention to detail and ability to maintain confidentiality on sensitive documents and information
· Positive attitude and team-oriented mindset
· Ability to work independently and take initiative
· Valid Class 5 Driver’s License and access to a vehicle.
Join J&S Sales BC Inc. and be part of a great team that celebrates success together with birthday lunches, Golf Tournaments, and much more. J&S Sales also offers training and excellent benefits. This role is an office-based position and remote work will not be offered.
Please submit your application through MNP’s official process via the MNP Website link and avoid making speculative approaches to J&S Sales or its staff members, as such approaches will not support your application.
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