About Mainline
Mainline Fire Protection is a fast-growing leader in Toronto's fire protection industry, delivering comprehensive, state-of-the-art fire and life safety solutions across every sector we serve.
We sit in the sweet spot between large firms and independent contractors: the personal touch and agility of a small company, backed by the expertise and systems of a much larger one. What sets us apart is how we work: we're a fire protection company that thinks like a technology company, building the tools, processes, and standards the whole industry should be moving toward.
About the Position
We're looking for an Administrative Assistant to look after our customers and keep the office running smoothly through a busy, fast-growing season. You'll be one of the main points of contact for customers, following up with them, getting important documents into the right hands, and staying on top of the day-to-day details so the rest of the team can focus on bigger projects.
There's a lot to learn here. Fire protection is a more involved trade than most people expect, and this role gives you a clear view of how the whole operation fits together: the systems we run on, how a job moves from a first customer call to finished, documented work, and the details that keep everything accurate and compliant. We're also building new tools and processes behind the scenes to modernize the office as we grow. You won't be expected to build those, but you'll work right alongside the people who are, and you'll come away knowing how a company like ours runs from the inside.
This starts as a 2-3 month contract over the summer, and where it goes from there is open. As our new systems come online and the workload shifts, it could wrap up at the end of the term, continue part-time into the fall (which can work well around a school schedule), or grow into a permanent role as we expand.
You'll be based in our Concord office, working closely with and learning directly from the office team. It's a hands-on role, so being in the office day to day matters.
What You'll Do
- Answer and direct incoming calls, and be one of the first friendly points of contact for our customers.
- Follow up with customers by phone and email, sharing updates and sending documents like reports, certificates of insurance (COIs), and receipts.
- Follow up on invoices, both overdue and upcoming, and help process incoming bills and payments.
- Confirm next-day schedules with clients so everyone knows what to expect.
- Help keep health and safety records up to date for our field technicians.
- Review reports for accuracy and flag anything that needs a second look.
- Keep records organized across our systems, and pitch in on whatever else the day needs.
What We're Looking For
- You don't need years of experience. Reliability, a great attitude, and a willingness to learn matter most.
- Strong, clear communication, written and spoken, with a friendly and professional manner.
- Organized and detail-oriented, so the little things don't slip.
- Comfortable with software and quick to pick up new systems.
- Composed and dependable, even when things get busy.
- Able to commit to the full summer term, ideally with availability to continue part-time in the fall (a good fit if you're a student heading back to school).
- Bonus: customer service experience, familiarity with fire protection or field-service trades, or experience with FSM or CRM tools like BuildOps.
What We Offer
- $19/hour, full-time hours for the summer.
- Hands-on training and mentorship from our office team, so you'll leave with solid systems, process, and customer-service experience.
- A say in how the office runs day to day, on a team that takes your ideas seriously.
- A path to continue part-time in the fall or grow into a permanent role for the right fit, as we grow.
- A people-first culture with company events, a casual dress code, and a team that has each other's backs.
How to Apply
Apply with your resume and a short note on why this role caught your eye.
Pay: $19.00 per hour
Work Location: In person
