Position Summary:
A. Villeneuve Mechanical Ltd., a mechanical contracting company, is seeking a highly organized, detail-oriented, and reliable Office Administrator to join our team.
This is a hands-on, multi-functional role supporting dispatch, accounting, compliance, and daily operations. The successful candidate is a self-starter who can manage competing priorities and stay organized in a fast-paced trade environment.
The ideal candidate is professional and adaptable, communicates comfortably with customers, suppliers, field staff, and management, and takes pride in keeping accurate records, helping the office run efficiently and this way contributing to the success of the company.
Key Responsibilities:
Dispatch & Customer Service
Answer and route calls (including after-hours), schedule and dispatch service calls to field technicians, communicate with customers on scheduling and service updates, and process customer payments.
Accounts Payable & Receivable
Process vendor invoices in QuickBooks, ensure timely payments, follow up on outstanding customer balances, submit credit applications, handle cheque deposits, and support payroll by verifying hours and entering data into QuickBooks.
Project & Operations Support
Receive and allocate incoming shipments, update service calls in Airtable, order parts and materials, compile project binders, coordinate equipment re-certification, and maintain the tool and equipment inventory.
Compliance & HR Administration
Maintain Health & Safety records and employee files, manage Certificates of Insurance and WSIB renewals, and track employee documentation, training, and clearance certificates.
General Office Administration
Handle mail, order supplies, maintain office equipment and filing systems, and provide general administrative support to staff and management.
Working Conditions:
Office-based position with regular interaction with customers, suppliers, field staff, and management
Occasional errands required, including bank deposits, equipment drop-off and pick-up, and mailing items
Fast-paced environment with frequent interruptions, requiring flexibility, organization, and adaptability
The successful candidate will be:
- Organized and detail-oriented
- Dependable and punctual
- Comfortable working in a busy trade/service environment. Prior experience if very important
- Able to prioritize tasks effectively
- Professional when dealing with customers and staff
- Willing to learn new systems and processes
- Able to take initiative and follow tasks through to completion
- Discreet and trustworthy when handling confidential information (payroll, employee files, financial data)
Job Type: Full-time
Pay: $24.00 per hour
Application question(s):
- Are you currently in Thunder Bay, or in the process of relocating?
- Are you currently legally allowed to work in Canada?
Work Location: In person
