Administrator – FM

Mississauga , Ontario
Depends on Experience

FirstOnSite Restoration has an opportunity for an administrative role in our Mississauga branch.

FirstOnSite Restoration is the largest independent disaster restoration company in Canada. We provide unsurpassed emergency response, restoration and reconstruction services to the insurance industry, residential, commercial and industrial customers. With coast-to-coast coverage and 24/7 emergency service, we offer a wide range of services that remediate conditions caused by fires, floods, winds, mould, environmental hazards, accidents and other casualties at any type of facility.

Do you have what it takes to be part of the FirstOnSite team? We look for the following key attributes in our team members:

  • Customer Focus
  • Dependability
  • Productivity
  • Quality

Why choose to be part of the FirstOnSite team?

  • Exceptional extended health plan including medical, dental and vision.
  • Employee Assistance Program
  • Paid time off
  • Educational assistance, professional development, and internal growth opportunities
  • Opportunity for National career movement
  • Healthy work/life balance

Position Summary:

This role manages the administrative life cycle of job files from initiation through to invoicing.  They will be responsible for multiple files at any given time. They are responsible for the quality of each file in terms of accuracy and completeness of documentation combined with working in conjunction with their Project Manager to ensure that timelines are met.  Working together with local branch and corporate teams, this role ensures that files are updated, documented and all key performance indicators (KPI’s) are achieved.  They will contribute to timely project completion through effective and knowledgeable application of ClaimTrak, Xactimate, Xactanalysis, and Microsoft Office software applications.  


  • Continuously reviews files to make sure that Customer and FirstOnSite Standards and KPI’s are being met.
  • Ensures all tasks and filing of documentation are completed by following up with the Project Managers, Construction Managers and other stakeholders as required or
  • Completes invoicing of completed jobs in compliance with the FirstOnSite Standards
  • Enters weekly status update on ongoing files
  • Uploads signed work authorizations, certificates of satisfaction, and other pertinent documents to files
  • Issues purchase orders as directed by Project Manager, and ensures approved invoices match PO and are forwarded internally to Finance Department
  • Receives and sets up new claims and ensures all pertinent information has been collected and updated on the file
  • Daily payroll entry may be required
  • Answers incoming calls and receives/sends courier shipments as required
  • Undertakes file administration in accordance with national/regioanl processes.
  • Follows and leads by example all FirstOnSite health and safety policies and procedures are followed for all FirstOnSite personnel and sub-contractors.
  • System data entry, tracking and updates (Xactimate, XactAnalysis, ClaimTrak).
  • Follows FirstOnSite Standard Operating procedures for data entry.
  • Receives, screens, logs and routes correspondence, attaching necessary background information and maintain follow-up system for action and deadlines.
  • Interacts with oral/written communication with internal stakeholders, and external clients/customers presenting a polished, professional impression of the company.

Qualifications & Skills

  • Intermediate/Advanced Computer Skills:  ClaimTrak, Word, Excel, Outlook, Xactimate and XactAnalysis and keep skills updated.
  • Typing skills min. 50WPM.
  • Strong verbal and written communications skills.
  • Strong administration and record keeping skills.
  • Basic accounting / business math skills.
  • Bilingual (French / English) an asset

 Education & Experience

  • College Diploma or relevant experience may be acceptable in lieu of the academic requirements.
  • Experience in an office environment, considered an asset
  • Experience in the insurance restoration industry an asset.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, FirstOnSite Restoration will provide accommodations throughout the recruitment and selection process to applicants with disabilities.  If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

Interested candidates whose resume and cover letter best demonstrate how they meet the qualifications of the position will be contacted for an interview. Candidates must be able to provide a clear criminal background check to be eligible for hire.