Administrative Assistant

Administrative Assistant

Job Category: Clow Darling

Job Type: Full Time

Job Location: Thunder Bay

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 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 and 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. Applications can be sent by email to recruitment@northernpeakhr.com.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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.