Service Administration Assistant

Are you detail‑oriented, organized, and skilled at setting priorities? Join a dynamic team where your administrative expertise will directly contribute to the smooth operation of our organizational activities.

Your responsibilities

We are seeking a Service Administration Assistant to support the Coordinator of Technical Services and the Service Manager. The role includes managing service information, handling contract invoicing, and completing data entry in our management system. The ideal candidate has strong communication skills, excellent organization, and a commitment to outstanding customer service.

What you'll do?

• To provide support to the Coordinator of Technical Services
  
• To obtain completed/executed service reports from technicians and prepare them for client invoicing
  
• To generate service call invoices in the management system and send them to clients
  
• To obtain missing information from clients for incomplete reports and finalize them for invoicing
  
• To prepare contract invoices for all service agreements under the supervision of the Service Manager
  
• To assist with Return Material Authorizations (RMAs) and complete the required documentation
  
• To work with the Security Officer to ensure all service technicians have proper clearances for entry to customer sites
  
• To maintain accurate records of service requests, client interactions, and service outcomes
  
• To collaborate with service teams and clients to ensure timely and efficient service delivery
  
• To monitor service progress and follow up with clients to ensure satisfaction
  
• To handle client complaints and escalate issues to the appropriate departments when necessary
  
• To prepare and distribute service reports and documentation as required
  

• College or vocational diploma in office administration, management, business, or accounting, or a diploma or degree in a related field. A combination of a high school diploma and strong experience in a similar role will also be considered.
  

• Excellent organizational and time‑management skills, applied consistently on a weekly basis
  
• Bilingualism (English and French), spoken and written, is required
  
• Strong communication and interpersonal abilities for both internal and external clients
  
• Proficiency in office software and data entry, with the ability to perform repetitive tasks
  
• Ability to multitask and work effectively under pressure to meet deadlines
  
• Strong attention to detail and solid problem‑solving skills
  
• Customer‑focused mindset with a commitment to service excellence
  
• Proficiency in the Microsoft Office Suite (Outlook, Word, Excel, Adobe Acrobat, and PowerPoint)
  

What We Offer

• A stable job with a competitive salary
  
• A competitive group insurance program, including dental and vision care
  
• A retirement plan (RRSP) to enhance your future financial security
  
• Training programs to help you reach your full potential
  
• Stimulating professional challenges that match your talents
  
• State-of-the-art tools
  
• A dynamic work environment with a close-knit and fantastic team
  

Submit your resume along with a concise cover letter explaining why you are an excellent fit for the role. If available, include examples of past work or achievements that demonstrate your skills.

Hours: Monday to Friday, 7:30 a.m. to 4:00 p.m.

Come work with us

Looking for a rewarding career in a dynamic work environment? Interested in innovative and large-scale projects? Join the Régulvar family and reach your full potential.

As specialists in building automation for over 50 years, we strive every day to make buildings intelligent, efficient, and eco-friendly, while improving occupant comfort.

Join our team of over 700 employees in Quebec and Ontario to develop diverse skills and propel your career to new heights

Regulvar subscribes to the principle of employment equity and invites all qualified individuals to submit their application. Consequently, Regulvar welcomes applications from women, Aboriginal peoples, ethnic minorities, people with disabilities, people of all orientations and gender identities, visible minorities and others who could contribute to greater diversity.