About the Role:
Mianco Group is looking for a reliable, detail-focused Administrative Assistant to support our Fleet & Tool Coordinator. This role is critical in helping us track equipment inventory, process vendor invoices, maintain digital records, and keep asset data organized and accessible.
You’ll work primarily from the office, collaborating with operations, dispatch, vendors, and field staff to ensure our fleet and tools are well-managed and properly documented.
Key Responsibilities: Invoice & Vendor Admin
- Process invoices for equipment repairs, rentals, and fuel with proper GL coding
- Generate and track purchase orders for tool/equipment procurement
- Communicate with vendors for paperwork corrections or document requests
- Maintain up-to-date digital records for vendors, assets, and repairs
Tracking & Documentation
- Enter and organize tool and equipment logs (manual tracking systems)
- Upload and archive photos, condition reports, insurance files, and maintenance forms
- Track missing or broken tools from job site reports and flag issues to the Coordinator
- Support asset tagging (QR codes, serial numbers, Samsara data entry)
Requirements:
- 1–2 years of administrative experience (construction or trades industry preferred)
- Strong skills in Google Workspace (Docs, Sheets, Drive)
- Excellent attention to detail, organization, and follow-up
- Comfortable supporting a field-heavy team with documentation and systems
- Ability to multitask and manage deadlines in a fast-paced environment
Nice to Have:
- Experience supporting a fleet or equipment-related department
- Knowledge of Samsara or QuickBooks
- Familiarity with construction equipment and tools
Why Mianco?
- Company-wide exposure with long-term growth potential
- Learn asset control, purchasing, and vendor management
- Strong team environment with cross-functional collaboration
- Full-time position with stable hours and advancement path
Apply Today
Send your resume and a brief note on why you're a good fit for this admin support role.
Job Type: Full-time
Expected hours: 35 – 44 per week
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care
Ability to commute/relocate:
- Stouffville, ON: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Is relevant experience listed on your resume?
- Are you proficient in Google Workspace (Docs, Sheets, Drive)?
- Have you used any fleet or equipment tracking software (e.g., Samsara, QuickBooks, asset logs)?
- Are you comfortable supporting a fast-paced field operations team?
Education:
- Secondary School (required)
Experience:
- construction, trades, or fleet/equipment: 1 year (required)
- administrative assistant: 1 year (required)
Work Location: In person
