About Us:
Associated Combustion Inc. (ACI) is a Canadian leader in industrial burner and thermal processing solutions, specializing in the design, installation, and maintenance of high-performance combustion systems. With decades of expertise and a commitment to safety, reliability, and energy efficiency, ACI serves clients across a range of industries with innovative, tailored solutions that meet their heating and process needs.
As a company that thrives on precision and exceptional service, ACI values every role that contributes to delivering timely, quality support to our clients. The Front Office & Administrative Coordinator plays a vital part in our operations by ensuring the smooth functioning of day-to-day office activities and providing top-notch customer service to clients and vendors alike.
Job Summary:
As the Administrative Coordinator, you will be the first point of contact for visitors, customers, and suppliers, and will support a wide range of administrative functions. You’ll help ensure ACI’s office runs smoothly and efficiently while also contributing to the success of our project teams and client relationships. This is an excellent opportunity for someone who is organized, detail-oriented, and enjoys a fast-paced, people-focused environment.
Key Responsibilities:
Customer Service & Front Desk
- Greet visitors and respond to general inquiries in person, by phone, and by email.
- Direct visitors and calls appropriately and use discretion in screening contacts.
- Build positive rapport with clients and vendors, reinforcing ACI’s professional image.
Administrative Support
· Draft and edit documents such as correspondence, reports, procedure manuals, and meeting minutes.
· Conduct research and compile supporting materials using web, literature, and internal resources.
· Maintain both digital and physical filing systems.
· Manage incoming and outgoing mail and courier shipments.
Data & Document Management
· Input, verify, and maintain data in spreadsheets and databases.
· Apply basic math and formulas for invoicing and internal tracking.
· Assemble, collate, and distribute project documents and customer communications.
Operational Support
· Monitor office supply inventory and place orders as needed.
· Assist with invoice preparation and change orders for clients.
· Support accounts receivable follow-ups and update related records.
· Help expedite parts orders and coordinate deliveries.
· Contribute to quote tracking and results reporting.
Reporting & Accountability
You will provide a weekly report for review at ACI’s Production Meetings, covering:
· Administrative activity and vendor/contract updates (e.g., cell phone plans)
· Quote registry updates (issued quotes and outcomes)
· Accounts receivable contacts and follow-ups
· Parts delivery and expediting status
Qualifications:
· Post-secondary diploma in Office Administration (or equivalent work experience)
· 1+ year of experience in administrative or front-line office role preferred
· Strong attention to detail is essential
· Proven track record of reliable attendance and punctuality
· Strong organizational, communication, and time management skills
· Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
· Professional and friendly demeanor
· Ability to multitask and adapt to shifting priorities
What We Offer:
· Extended health, dental, and vision care benefits
· Tuition reimbursement program for qualifying positions
· Opportunity for performance-related bonus program
· Casual dress environment
· Regular company events and team-building activities
· Opportunities for growth in a supportive, tight-knit team
Join our growing team at Associated Combustion Inc. and be part of a small company with a collaborative team and a respectful, down-to-earth work culture. At ACI, we’re not just looking for someone to answer phones or file paperwork - we’re looking for someone who takes pride in keeping a business running smoothly. This is a great fit for someone who thrives in a supportive team environment, enjoys variety in their day, and shows up ready to contribute. Your reliability and attention to detail will be valued, recognized, and rewarded. We’re a close-knit group that supports each other - and we’re looking for someone who’s excited to be a part of that.
Job Types: Full-time, Fixed term contract
Contract length: 15 months
Pay: $18.00-$20.00 per hour
Expected hours: 40 per week
Additional pay:
- Bonus pay
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care
Flexible language requirement:
- French not required
Schedule:
- Monday to Friday
Work Location: In person