Administrative Assistant (Booking Coordinator) - Milton

Original job posting

The role involves coordinating daily driver dispatches, managing employee schedules, and providing administrative support for payroll and financial tasks. Additionally, the assistant serves as the primary point of contact for visitors and handles customer inquiries and ride bookings.

Job details

Statement Are you a highly organized and customer-focused administrative professional seeking a dynamic and varied part-time role? Join our team in Milton and be at the heart of coordinating our professional drivers and ensuring passenger satisfaction! Knowledge and Experience: * Completion of a post-secondary diploma in Office or Business Administration * Minimum 2 years of experience in a similar role preferred * Proficient in Microsoft Office * Knowledge of accounting considered an asset * Previous dispatch experience considered an asset Skills: * Ability to display confidence and assertiveness, being able to take control of difficult situations * Effective time management with the ability to prioritize workload and juggle different time-sensitive projects * Ability to display maturity and honesty and be trusted with confidential information * Customer service focus * Exceptional writing/reporting, scheduling, and research skills Key Accountabilities: Operational Coordination & Support * Open the facility. * Dispatch morning drivers. * Maintain an employee schedule and daily dispatch. * Coordinate with management to approve employee days off and shift changes. * Use web-based fleet software to create reports. * Input maintenance costs. * Verify technician time and backup for parts ordering. * Schedule, facilitate, and record safety meetings including Joint Occupational Health & Safety Meetings. Customer & Rider Services * Answer main phone line to field inquiries, compliments and complaints. * Act as the first point of contact for all visitors. * Book rides for accessibility customers and on demand riders, acting as backup for accessible transit booking service. Administrative & Financial Management * Enter daily payroll. * Respond to payroll and benefits inquiries from employees. * Act as a liaison between payroll department and employees. * Process invoices. * Prepare expense reports. * Review financial statements. * Monitor budget for and order office supplies as needed. * Coordinate all social, providing written content (articles, photos) and memos. * Maintain physical files, electronic files, binders and records. * Perform general office duties as required. Compensation: $21.00 per hour. Schedule: Sat and Sun from 6:30 am until 5:30 PM About Keolis: Keolis provides mobility to over 3.4 billion passengers annually across 15 countries, operating everything from commuter trains and automated metros to shared bicycles. In Canada, Keolis employs nearly 1,857 people who operate light rail vehicles, urban buses, intercity coaches, and airport shuttles. With the recent acquisition of Pacific Western’s Transit and Motorcoach divisions, Keolis has officially expanded into Western Canada, bringing global expertise and a fresh commitment to safe, reliable, and passenger-focused service across Alberta and British Columbia. Each year, Keolis Canada helps over 12 million passengers reach their destinations smoothly and safely.

What you’ll do

The role involves coordinating daily driver dispatches, managing employee schedules, and providing administrative support for payroll and financial tasks. Additionally, the assistant serves as the primary point of contact for visitors and handles customer inquiries and ride bookings.

Requirements

Candidates must possess a post-secondary diploma in Office or Business Administration and have at least two years of relevant experience. Proficiency in Microsoft Office and strong organizational skills are essential for managing the varied administrative and operational duties.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• Communication · Preferred
• Reporting · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Dispatching
• Customer service
• Scheduling
• Time management
• Microsoft Office
• Payroll processing
• Invoice processing
• Reporting
• Data entry
• Communication
• Assertiveness
• Confidentiality
• Research skills
• Fleet software
• Office Supply Management
• Expense Reports
• Research
• Accounting
• Business Administration
• Management
• Customer Service
• Occupational Safety And Health
• Financial Management
• Financial Statements
• Invoicing
• Memos
• Office Procedures
• Time Management
• Writing
• Coordinating
• Prioritization
• Honesty

Job areas

• Administrative
• Transportation
• Customer Service & Support
• Finance & Accounting
• Logistics
• Booking Coordinator
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers