Hiring: Administrative Assistant (Cleaning Services Operations)
(On behalf of our client)
We are assisting our client, a growing residential and commercial cleaning services company , in hiring a highly organized and proactive Administrative Assistant to support daily operations, scheduling, client coordination, invoicing, and quality control.
This role is central to ensuring smooth operations, timely communication, and high service standards across multiple cleaning sites.
Key Responsibilities
1. Administrative Support, Scheduling & Coordination - Handle calls, emails, and messages from clients, cleaning staff, and vendors
- Maintain digital and physical records (client files, contracts, invoices, receipts, applications)
- Assist with onboarding new cleaners and office staff (documentation, checklists, uniforms, contracts)
- Ensure all required documents are collected and verified prior to job offers
- Schedule daily, weekly, and monthly cleaning assignments
- Manage last-minute changes, absences, and urgent coverage needs
- Confirm job details, locations, timings, and special instructions
- Update schedules and communicate changes to all stakeholders
- Manage recurring services, move-ins, move-outs, and deep cleans
2. Client & Job Support - Communicate service confirmations and updates to clients
- Address client concerns promptly and professionally
- Follow up after jobs to collect feedback or service photos
- Coordinate urgent service requests with available crews
- Support high levels of customer satisfaction
3. Invoicing & Timesheets - Prepare and issue invoices for residential and commercial clients
- Ensure correct billing for deep cleans, move-outs, and additional services
- Verify job completion photos, checklists, and notes
- Track and verify staff timesheets
- Submit accurate payroll hours to management
4. Communication With Cleaning Crew - Clearly communicate job instructions before each shift
- Ensure understanding of scope of work and client-specific requirements
- Provide daily updates, reminders, and follow-ups
- Respond promptly to staff questions regarding access, supplies, or issues
- Provide corrective guidance to prevent repeat errors
5. Inventory & Supply Management - Track and manage office and site-based cleaning supplies
- Reorder supplies proactively to prevent shortages
- Prepare supply kits for residential and commercial jobs
- Track cleaning equipment condition and coordinate repairs
- Ensure supplies are maintained at all client locations
6. Quality Control - Conduct regular check-ins with crews at all sites
- Review job photos to ensure service standards are met
- Communicate corrections or improvements immediately
- Maintain quality control documentation
Candidate Requirements
- Minimum 1 year commitment to work
- Legal status in Canada to work
- Fluent in English (spoken and written) — mandatory
- Ability to communicate in Hindi and/or Punjabi — mandatory
- Strong organizational and multitasking skills
- Excellent communication and follow-up ability
- Prior experience in administrative, operations, or service-based roles preferred
- Ability to handle a fast-paced, multi-site environment
Compensation
Up to $22 per hour
6 Days a week working
9.30 AM to 5 PM
Position Type
Full-time | Cleaning Services Operations
How to Apply
Please send your resume and a brief summary of relevant experience to: grow@gitish.com
