Job Description: Full-Time Administrative Assistant
About Us:
We’re a fast-growing media production company that delivers premium photo, video, and marketing services for real estate professionals, builders, and design brands. Known for creativity, reliability, and client-focused delivery, we’re proud to be a trusted partner for top-tier professionals across the GTA.
Why Join Us:
If you're a detail-oriented professional who loves keeping things organized, enjoys managing multiple projects, and thrives in a creative and fast-paced environment — we want to hear from you. As our full-time Admin & Project Coordinator, you'll be the operational backbone of the business, ensuring that projects move forward smoothly and clients feel fully supported.
Responsibilities:
Administrative & Office Operations
- Open and maintain the office daily, ensuring team equipment is prepped for pickup/drop-off.
- Manage internal calendars, scheduling, and documentation with a high level of accuracy.
- Maintain supplies, organize files, and keep the space running efficiently.
Client & Project Coordination
- Act as the first point of contact for clients, responding to emails, calls, and inquiries in a timely and professional manner.
- Coordinate day-to-day client bookings and service delivery using our CRM and project management tools.
- Track project progress and proactively follow up with team members to ensure deadlines are met.
- Support shoot scheduling, confirmations, and delivery timelines across photo, video, and editing teams.
- Help gather necessary client inputs, documents, and approvals.
Communication & Team Support
- Communicate updates to internal team members regarding project changes or client feedback.
- Assist in onboarding new team members and maintaining SOPs.
- Organize team meetings, prepare agendas, and assist with internal reporting.
Process Improvement & Problem Solving
- Help identify inefficiencies in workflow and propose solutions for smoother operations.
- Address client concerns or reshoot requests with a positive, proactive mindset.
What We’re Looking For
- Experience: 2–3 years in an administrative, project coordination, or client-facing role (real estate/media experience is a plus).
- Tech Proficiency: Strong with Google Workspace, CRM software, and project tools like Monday.com or Notion. Bonus: social media familiarity (Instagram, YouTube, Facebook).
- Organization: High attention to detail, ability to juggle multiple priorities, and keep things moving without micromanagement.
- Communication: Friendly, professional, and clear verbal and written communication skills.
- Adaptability: Comfortable in a fast-paced environment with shifting client needs and timelines.
- Initiative: Someone who spots a gap and fills it before being asked.
Work Details
- Job Type: Full-time
- Location: On-site in Vaughan, ON (Woodbridge)
- Schedule: Monday to Friday (occasional evening or weekend support may be required)
- Compensation: Competitive salary based on experience
- Benefits:
- Extended Health & Dental
- Life Insurance
- Paid Time Off
- Mileage Reimbursement (where applicable)
- Growth opportunities in a creative and entrepreneurial environment
How to Apply
Please submit the following:
- Your resume outlining relevant experience
- A cover letter describing why you’re a great fit
Job Types: Full-time, Permanent
Pay: $50,000.00-$52,000.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
Flexible language requirement:
- French not required
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Woodbridge, ON L4L 9P1: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 2025-08-04
Expected start date: 2025-08-18
