Job Description

Job Overview

We are seeking a detail-oriented and proactive

Office Manager / Operations Administrator

to join our growing construction company. This role is essential to building the backbone of our operations--managing bookkeeping, streamlining systems, and supporting both clients and subcontractors. The ideal candidate will have strong organizational skills, bookkeeping knowledge, and the ability to create processes that allow the business to scale smoothly.

Responsibilities

Manage day-to-day office and administrative functions including document control, filing, and correspondence. Prepare and send client invoices, track accounts receivable, and follow up on overdue payments. Handle accounts payable by preparing payment packages for subcontractors and suppliers, ensuring compliance documents (WSIB, COIs, licenses) are up to date. Reconcile bank accounts, track HST, and coordinate with external accountants for reporting and year-end. Assist with payroll preparation and maintain accurate employee/subcontractor records. Set up and maintain systems, templates, and

standard operating procedures (SOPs)

to streamline workflows. Support the owner and project managers with project administration, including permits, contracts, purchase orders, and change orders. Implement and maintain CRM/project management software to track leads, proposals, and job progress. Maintain accurate digital filing systems for all financial, client, and project documentation. Provide professional client support through clear communication, scheduling site visits, and preparing proposal packages. Assist with procurement by tracking material orders, deliveries, and vendor pricing.

Skills

Proficiency with

QuickBooks Online

(job costing and invoicing experience preferred). Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications. Experience in bookkeeping, accounts payable/receivable, and payroll support. Familiarity with Ontario construction basics (WSIB, insurance certificates, holdbacks, permits) is an asset. Strong organizational skills with the ability to prioritize and manage multiple tasks. Excellent communication skills and comfort dealing with clients, subcontractors, and vendors. Proven ability to set up systems, SOPs, and filing structures for efficiency. Previous experience in construction, trades, or real estate administration is preferred. Ability to work independently and collaboratively within a small team environment. Experience with CRM software (Buildertrend, Jobber, Buildxact, Jobtread, Procore etc)

Why Join Us?

This is a unique opportunity to join a construction business in its growth stage, where your role will have a direct impact on building systems and processes that set the company up for long-term success. You'll gain exposure to all aspects of construction operations--from finance to client management to project administration--while working closely with the owner.

Job Type: Full-time

Pay: $60,000.00-$75,000.00 per year

Benefits:

Casual dress On-site parking Paid time off RRSP match
Application question(s):

Do you have experience setting up standard operating procedures and processes? Do you have experience with any CRM software in the construction industry?
Education:

Secondary School (preferred)
Experience:

Administrative: 2 years (preferred)
Work Location: Hybrid remote in Burlington, ON L7L 5H6