Job Position Overview:

The Administrative Assistant is an integral member of the Clow Darling Ltd. team, supporting a wide range of administrative activities that keep both our managerial and professional operations running efficiently. Within our project-driven environment, this role is instrumental in coordinating service calls, managing documentation, communicating with internal departments and clients, and supporting a team of professional technicians committed to excellence in service delivery.

Key Responsibilities:

• Act as the first point of contact for customer and coworker inquiries related to service orders, billing, and job details
• Coordinate and dispatch service calls, assigning jobs to technicians and tracking progress to ensure timely completion
• Prepare service documentation, maintain accurate job records, and support the billing and invoicing process
• Collaborate with internal departments to manage workflow, share information, and maintain smooth job scheduling
• Monitor technician availability, update work orders, and follow up on customer service calls when required
• Maintain equipment/material records and monitor inventory levels
• Answer and route incoming calls and emails in a professional and helpful manner
• Perform general administrative and clerical tasks, including data entry, file maintenance, and report preparation
• Support a team-oriented environment by assisting with job-related tasks and communication across departments.

Qualifications and Experience:

• High school diploma or equivalent (post-secondary education in office administration or related field is an asset)
• 1 – 3 years of experience in an administrative, dispatch, or service coordination is preferred
• Previous experience in coordinating service calls or dispatching technicians in HVAC or similar skilled trades environment is an asset
• Excellent organizational skills with the ability to prioritize tasks and manage changing priorities
• Strong attention to detail with accuracy in documentation as well as data entry
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office tools
• Clear and professional communication skills, both written and verbal
• Comfortable working independently with minimal supervision in a fast-paced environment
• Reliable, punctual, and committed to consistent attendance
• Demonstrated ability to maintain confidentiality and professionalism when handling sensitive information
• Strong interpersonal skills with a customer-focused approach

How to Apply:

If you’re interested, please submit your resume and a brief cover letter outlining your interest in the position and relevant experience to recruitment@northernpeakhr.com.

We thank all applicants for their interest. While we review all applications carefully, we will contact only those selected for an interview.

Join Our Team

At Clow Darling Ltd., we believe in building a workplace where people feel valued, supported, and empowered to grow. If you’re organized, proactive, and ready to contribute to a team that takes pride in its work, we’d love to hear from you. Apply today and take the next step in a rewarding career with a company committed to excellence and collaboration.