Administration Executive

Job Responsibility:

Overview L&J Diamond Maintenance AB Inc. is seeking a detail-oriented and proactive Administration Executive to join our dynamic team. The ideal candidate will play a key role in ensuring the smooth operation of our administrative functions across our cleaning and restoration service divisions. This position requires strong organizational skills, proficiency in various software applications, and a commitment to providing outstanding customer service. If you thrive in a fast-paced environment and are looking to grow with a reputable and expanding company, we encourage you to apply.

Responsibilities

• Provide exceptional customer service by addressing inquiries and resolving issues promptly.
• Manage scheduling and appointments using Outlook Calendar to ensure efficient time management.
• Maintain accurate filing systems and documentation for easy retrieval and reference.
• Utilize Google Suite for document creation, collaboration, and communication with team members.
• Process financial transactions and maintain records using QuickBooks.
• Prepare, review, and manage documents through DocuSign for electronic signatures.
• Perform clerical duties including data entry, proofreading documents for accuracy, and maintaining office supplies.
• Assist in organizing meetings, preparing agendas, and taking minutes as required.
• Support various administrative tasks as needed to enhance overall office efficiency.
• Provide administrative support for ongoing long-term service contracts, including tracking work orders, updating service schedules, and coordinating communications with clients and site staff .
• Assist with project administration tasks such as progress reporting, subcontractor coordination, documentation management, and follow-ups with clients and vendors .
• Coordinate documentation and communication for restoration service projects (e.g., water, fire, and mold damage), including work orders, reports, and subcontractor scheduling .
• Experience or familiarity with the restoration and facilities management industry will be considered a strong asset .

Qualifications

• Proven experience in an administrative role or similar position is preferred.
• Strong customer service skills with the ability to communicate effectively with clients and colleagues.
• Proficiency in Google Suite applications (Docs, Sheets, Drive) is essential.
• Familiarity with QuickBooks for financial record keeping is advantageous.
• Experience with DocuSign or similar electronic signature platforms is a plus.
• Excellent organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
• Strong proofreading abilities to ensure high-quality documentation.
• Ability to work independently as well as collaboratively within a team environment.
• Experience in project administration or supporting long-term service contracts is highly desirable .
• Knowledge of the restoration or property services industry will be considered an added advantage .

We look forward to welcoming an enthusiastic and capable Administration Executive who is ready to make a meaningful impact and grow with our organization.

Job Type: Full-time

Pay: $45,000.00-$50,000.00 per year

Benefits:

• Extended health care
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Expected start date: 2025-06-10