Job Description

Office Manager / Administrative Coordinator

Location: Markham, ON

Type: Full-Time, Monday-Friday

Salary: $40,000 - $60,000/year

About Us

The Renovators Of Canada (T-ROC) is a trusted name in home renovations across the GTA with over 20 years of service. We are seeking a proactive and professional Office Manager to act as the central hub of communication and organization for our business. You'll support the team, clients, and ownership by keeping the day-to-day details running smoothly.

Responsibilities

Communication & Client Support

Monitor and manage company inboxes (info@trocanada.com) Respond to client, subcontractor, employee and vendor inquiries in a timely, professional manner. Send insurance, WSIB, and other compliance documents/reports as required.. Act as the first point of contact for phone calls and general inquiries. Post weekly team newsletter & Seasonal outreach newsletters using provided content Serve as the first point of contact for staff (DOO, Sales Manager, Supervisors) on administrative and coordination matters before escalating to ownership.
Administrative & Organizational Support

Collect invoices, receipts, and paperwork from staff/subs; organize for the bookkeeper. Track overdue documents and follow up with vendors/clients. Assist with onboarding new employees/subcontractors (collect forms, insurance, contracts) Collect employee timesheets, vacation requests, and payroll-related inputs, and provide them to the bookkeeper for processing Maintain organized digital filing systems for financial and project records. Manage and maintain company wide password documentation and online account access for ownership, ensuring secure storage and regular updates Coordinate with Bookkeeper, Sales Manager, and DOO to prepare and update a weekly operations dashboard for ownership, summarizing key performance metrics such as new leads, sales, invoiced amounts, collections, GP%.
Reputation & Profile Support

Monitor and respond to Google Reviews using company approved messaging Keep the company's business profile updated with hours, contact info, and project photos. Coordinate with the DOO to support the collection of reviews from clients after project completion
Meeting Support

Attend weekly Thursday meetings; take structured notes on sales, project updates, invoicing, scheduling, and action items Distribute meeting summaries to the team and provide key updates to ownership if not present.
Marketing & Events Support

Coordinate print materials and marketing collateral as needed Assist with preparing for home shows, presentations and other promotional events Help organize team events and company functions
Calendar & Reminder Support

Maintain a shared calendar for company-wide items (permits, inspections, WSIB, vacation days). Coordinate and schedule company meetings and events, including; Weekly/monthly team meetings Monthly and quarterly reviews Employee performance and wage review meetings Training sessions and onboarding checkins Marketing and project coordination meetings Team Events Homeshows Schedule and remind staff of key deadlines, events, and internal milestones (e.g. Reporting deadlines, team events, safety reviews) Coordinate with the sales manager and DOO to track vacation requests for each employee, including the DOO and Sales Manager, and relay to ownership Send reminders to staff/subs about upcoming deadlines or required submissions

Must Haves

3+ years in an office manager/admin role (construction or service industry preferred). Excellent written and verbal communication skills. Strong organization and attention to detail. Proficiency with Google Workspace, Mailchimp, Contractor Foreman (preferred). Comfortable balancing multiple requests and keeping communication clear.

What We Offer

$40K-$60K annual salary + potential for benefits. Stable, growing company with 20+ years in business. Hybrid flexibility (office + remote). Direct collaboration with management and project teams.
Job Type: Full-time

Pay: $40,000.00-$60,000.00 per year

Experience:

office manager/admin: 3 years (preferred)
Work Location: Hybrid remote in Markham, ON L3R 5B4