Overview
We are seeking a highly organized and detail-oriented Office Administrator to join our General Contractor team, specializing in mostly residential & commercial renovation projects, and some new builds. The ideal candidate will possess strong administrative skills and have experience in supervising office operations. This role is crucial for maintaining an efficient office environment and supporting various administrative functions, including phone calls to subcontractors, in-house human resources (HR), bookkeeping (bonus to have QuickBooks experience) and helping the founder with legal paperwork and personal matters (eg. travel bookings, applications/forms, tidying and restocking the office), as the company continues to scale up.
The Office Administrator will ensure smooth communication within the team and with external vendors while managing day-to-day office tasks.
Responsibilities
- Oversee daily office operations and ensure a productive work environment.
- Manage front desk activities and handling phone calls with professionalism.
- Maintain accurate records through effective filing systems and vendor management through our company's SharePoint data centre (accessed by all employees for up-to-date project documents, archives, site photos, templates, permissions for accounting and legal docs).
- Assist with human resources functions, including assisting our bookkeeper contractor with printing cheques through QuickBooks if she is not at the office.
- Handle bookkeeping tasks using QuickBooks to manage financial records and budgets when the accountant is not in the office.
- Ensure compliance with company policies and procedures while maintaining confidentiality of sensitive information.
- Provide excellent communication support across departments to facilitate efficient workflow.
Qualifications
- Proven experience in an office administration role with supervisory responsibilities.
- Strong clerical skills with a focus on organization, and attention to detail.
- Excellent communication skills, both verbal and written, with effective phone etiquette.
- Proficient in Microsoft Word and Excel with skills in organizing data & information neatly for our founder, employees and various stakeholders (clients, legal, City Representatives for permits/licences/etc. in different BC municipalities).
- Bonus to be familiar with Outlook for emailing, and Microsoft Teams for potential virtual meetings.
- Proficiency in QuickBooks accounting software to help our bookkeeper who comes in 1-3 days a week with data input and printing cheques.
- Experience in budgeting processes and vendor/subcontractor management is preferred (you will assist our project managers in maintaining good relations with third-parties/clients/subcontractors).
- Ability to multitask effectively while maintaining a high level of accuracy in all tasks.
If you are passionate about creating an organized office environment and possess the necessary skills to excel as an Office Administrator, we encourage you to apply for this exciting opportunity.
Job Type: Full-time
Pay: $25.00-$30.00 per hour
Expected hours: 30 – 40 per week
Work Location: In person
