Job Description

Job Summary

We are seeking a highly organized and proactive Office Administrator to oversee daily office operations and ensure smooth administrative functions. The ideal candidate will possess strong communication, organizational, and management skills to support various departments, coordinate schedules, manage vendor relationships, and assist with human resources tasks. This role offers an opportunity to contribute to a dynamic team environment while maintaining efficient office workflows.

DUTIES

Reception Duties:

Greet visitors and clients warmly and provide assistance as needed

Answer, screen, and direct incoming phone calls and emails

Collect and distribute mail and schedule courier packages

Maintain front desk by keeping it tidy, organized, and stocked with appropriate materials

Clerical Support:

Organize and oversee both physical and digital filing systems

Manage customer, sub-trade, and supplier files to maintain their accuracy

Maintain employee files, including personal information and safety certifications

Maintain computing systems and coordinate with technical support when needed

Monitor inventory levels of office supplies and place orders in a timely manner

Clean and maintain office facilities, including breakroom, boardroom, and bathrooms

Manage tool, equipment, and vehicle inventory records

Manage cross-border paperwork for Wind and Sun Protection

Accounting:

Enter basic accounting entries into company software

Manage both company and job budgets to ensure accuracy

Support the preparation of financial statements and year end reports

Process payroll information, including timesheets, reimbursements, and commission files

Gather and organize invoices and prepare payments in a timely manner

Acquire EFT information from companies as needed

Reconcile accounts receivable to ensure accuracy and identify discrepancies

Initiate contact with customers who have not paid their accounts within 30 days of servicing and invoicing and document collection efforts

Secretarial Tasks:

Assist the President with various administrative tasks, including special projects, as directed

Assist other office staff as required or requested in a variety of tasks

Safety Management:

Manage company safety program, including SECOR, CSA, and vehicle safety program

Monitor employee safety certification expiry and coordinate renewal training

Organize and maintain safety documents and binders

Conduct regular safety inspections

Marketing and Sales Assistant

Research marketing ideas and create industry specific marketing materials as directed

Manage retail sales from start to finish, including cutting or sewing netting, creating invoices, and operating the POS system

Collaborate with the sales team on creative and value creating initiatives for our clients.

Research new products and opportunities

Assist in lead generation activities, including phone calls and direct mail campaigns

Implement sales system for retractable screens

SKILLS

Communication:

Excellent and respectful verbal and written communication skills for effective interaction with clients, colleagues, and management

Organization:

Strong ability to manage multiple tasks, files, and schedules efficiently to maintain a well-structured office environment

Technical Proficiency:

Familiarity with office software (Microsoft Office Suite, Sage 50)

Attention to Detail:

Accuracy in data entry, documentation, and compliance with policies and procedures

Time Management:

Effective prioritization skills to meet deadlines while balancing multiple responsibilities

Customer Service:

Professional and courteous approach to assisting visitors, clients, and vendors

Financial Proficiency:

Basic knowledge of accounting principles, including payroll processing, invoice management, and account reconciliation

This position is ideal for a motivated professional seeking a comprehensive administrative role within a collaborative team setting.

Job Type: Full-time

Pay: $15.00-$23.00 per hour

Expected hours: 40 per week

Work Location: In person