Administrative Assistant

Victoria | Part‑time (24 hours/week) | Temporary until December 2026

Our Victoria office is hiring a part‑time Administrative Assistant to support our Maintenance team. This role reports to the Maintenance Manager and is a temporary position, covering a leave of absence until December 2026, with some potential for extension.

What this role is about

This role focuses on clear, day‑to‑day administrative support. You will be the first point of contact for Cornerstone Maintenance Services, supporting both clients and internal Maintenance Technicians.

The work is structured and task‑based, with established processes and support. You will welcome visitors, answer and route phone calls, and complete administrative tasks that help keep the Maintenance team organized and running smoothly. At times, you may be asked to handle urgent requests by following clear steps and escalating when needed.

What you’ll be responsible for

• Welcoming visitors and directing them appropriately
• Answering and routing incoming phone calls
• Supporting the Maintenance team with administrative coordination
• Assisting with Accounts Payable, Accounts Receivable, and invoicing
• Preparing, tracking, and filing inspection reports and work orders
• Managing updates to “on‑call” schedules
• Coordinating and organizing fire inspections
• Scanning, filing, and organizing documents
• Providing coverage when the other Administrative Assistant is away
• Completing other clearly defined clerical or administrative tasks as needed

We are looking for someone who can do most of the following:

• Basic familiarity with Accounts Payable, Accounts Receivable, invoicing, or collections
• Comfortable using Microsoft Office (Outlook, Word, and basic Excel)
• Able to communicate clearly and respectfully by phone and email
• Comfortable completing structured administrative tasks such as data entry, filing, and scheduling
• Able to stay organized and manage routine work with clear instructions and priorities
• Some experience in customer service or administrative work (in any industry)
• Experience using standard office equipment (phones, printers, scanners)
• Willing and able to work in the office
• Comfortable working in an office where a friendly dog is on site

You do not need to meet every requirement to apply.
If you meet many of them and are willing to learn the rest, we encourage you to submit an application.

This role may be a good fit for you if:

• Are early‑career, a student, or returning to the workforce
• Prefer clear expectations, defined tasks, and structured work
• Enjoy helping others by keeping things organized and on track
• Like routine with some variety from day to day
• Want part‑time hours in a stable, office‑based role

Work environment

• Part‑time: 24 hours per week
• In‑office role based in Victoria
• Supportive team environment
• Dog‑friendly office

•       24-hour workweek (Monday-Friday)

•       Paid Personal days

•       Paid Sick days

•       Ability to apply for internal, permanent postings

•       Full-time permanent employees receive Health and Dental coverage and Benefits Plus

•       A great team to work with - we have been awarded the distinction by our employees of "Great Place to Work" six years in a row!

Associa is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. Associa does not in any way discriminate on the basis of race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.