Administrative Assistant — Quality Assurance Site Inspections (In-Office)

ABOUT THE ROLE:

We need a highly organized, detail-driven administrator to run the end-to-end workflow for a quality assurance/site inspection program that we work on for FortisBC's energy saving rebate programs: from the first “flagged for inspection” email to submitting a complete, error-free final report. This role is dry, very process-driven, and repetitive—perfect for someone who genuinely enjoys checklists, clean files, and doing the same steps accurately every time.

KEY RESPONSIBILITIES:

- Intake & setup: Monitor program inboxes, log new cases, open job files, verify required details (address, contacts, permits, model/serials, AHRI refs), and monitor timelines comply with contract KPI's.

- Scheduling: Call/email homeowners, coordinate with our inspectors, external contractors, confirm appointments, send reminders, track reschedules and site notes.

- Inspector dispatch: Assemble job packages (work orders, forms, photo checklist), ensure access instructions are clear, and collect artifacts post-visit.

- Quality control: Check every required photo/field/signature, verify addresses/dates/serials, and keep names/dates consistent across documents.

- Report assembly & submission: Populate templates/portals, create polished PDFs with proper naming, submit to FortisBC, and log outcomes.

- Records & SOPs: Maintain tidy, audit-ready folders; keep checklists/SOPs up to date as program guidance changes; update simple dashboards.

WHAT YOU BRING:

- 2+ years in an administrative/scheduling/coordination role with high documentation volume.

- Excellent Excel & Outlook skills, strong Word/PDF skills, and file-naming discipline.

- Extreme attention to detail; you like repetitive tasks and find satisfaction in accuracy.

- Clear, courteous phone/email communication with homeowners and contractors.

- Based in the Lower Mainland and able to work on-site in Surrey daily.

NICE TO HAVES:

- Exposure to utility/energy-efficiency programs (FortisBC/CleanBC/BC Hydro).

- Familiarity with HVAC/electrical terminology (heat pumps, furnaces, dual-fuel, thermostats).

- Experience with SharePoint/OneDrive, Teams, Adobe Acrobat, and portal data entry.

TOOLS YOU'LL USE:

Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint/OneDrive), Adobe Acrobat, program portals, and internal trackers.

SUCCESS LOOKS LIKE:

- On-time submissions that meet KPI targets.

- First-pass quality (minimal rework/clarifications).

- Clean records with consistent naming and complete audit trails.

- Professional, steady communication with homeowners/contractors.

WAGE:

- $25-$30 per hour - dependent on prior utility/HVAC/Electrical experience.

TO APPLY:

Email your resume and a cover letter to info@itsonelectric.com with subject: Administrative Assistant —Quality Assurance Site Inspections

In your cover letter (150–200 words), tell us:

- a time you managed repetitive, high-volume admin work accurately, and

- one system you use to prevent errors in file naming or data entry.

Job Types: Full-time, Permanent

Pay: $25.00-$30.00 per hour

Expected hours: 32 – 40 per week

Ability to commute/relocate:

- Surrey, BC: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have legal authorization to work in Canada?

- Are you comfortable with a role that is highly repetitive, process-driven, and detail-heavy?

- Are you comfortable with occasional early-evening calls to accommodate homeowner scheduling (with notice)?

- We require consistent file naming and SharePoint folder hygiene. Are you confident managing structured digital filing every day?

- This role handles utility program data. Can you follow confidentiality and privacy protocols at all times?

- Attention check: To confirm you read carefully, please select No for this question.

Experience:

- administrative coordination: 2 years (required)

Language:

- English (required)

Work Location: In person