Job Description

Flynn Canada Ltd, is searching for a Service Administrator to join our Victoria team! The Service Administrator plays a key role in supporting the Service Department by managing documentation, coordinating administrative tasks, and ensuring accurate records to enable smooth and efficient service operations.

A Day in the Life

• Manage a high volume of files and project documents, ensuring accuracy in records like work orders, quotes, and purchase orders etc.
• Maintain up-to-date customer contact details and service documentation.
• Direct inquiries appropriately by understanding team roles within the Service Department.
• Support service billing through Accounts Payable and Receivable processes.
• Collaborate with internal teams to keep project documentation complete and accessible.
• Handle full-cycle invoicing, including billing, and approving purchase orders.
• Prepare warranty and insurance documents as needed (e.g., standard, OIRCA).
• Create and close subcontracts and submit pay requests.
• Monitor corporate card use and expense reports from field staff.
• Lead and schedule department meetings (e.g., Work on Hand meetings).
• Respond to customer inquiries and dispatch crews for service calls.
• Provide administrative support to the Superintendent and assist with other tasks as needed.

What We Offer

• Competitive wages and benefits
• RRSP matching
• Great environment where our motto is “Flynn Family Winning Together”!
• On-going career development courses and programs through our in-house Flynn University

What We Are Seeking

• Experience in a construction or service-related environment is an asset.
• Minimum of 2 years in an administrative role preferred.
• Experience with invoicing and basic accounting procedures is considered an asset.
• Highly organized, self-motivated, and able to work with a sense of urgency.
• Comfortable in a fast-paced environment with the ability to adapt quickly.
• Skilled at managing priorities and handling a high-volume workload efficiently.
• Strong customer service orientation with a professional and courteous phone manner.
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.