Job Overview
We are seeking a highly organized and proactive Office Admin Assistant to oversee daily office operations and ensure a smooth workflow within our organization. The ideal candidate will possess excellent communication abilities (this is a must), and extensive experience in administrative and clerical functions. This role involves managing client relationships, and maintaining efficient office procedures to support overall business objectives.
About Us:
Purple Potties & Environmental Services Inc. is an Ottawa based portable washroom rental
company. We pride ourselves on the cleanliness of our units as well as our flexibility in providing responsive, professional, customer service.
About The Role: Admin Assistant: Client Relations
In this role, the Office Admin Assistant reports directly to the Operations Manager and may also have direction given by the Executive Team.
Responsibilities:
- Ensure job site is organized and free of clutter, garbage and any other mess
- Maintains a professional appearance
- Review stock levels and ensure adequate supply, notify supervisor of items getting low
- Answers phone calls and emails with professionalism and providing excellent customer
service
- Creates estimates and invoices in a timely manner
- Transfers upcoming confirmed requests into ServiceCore
- Implements and enforces policies
- Maintains office and general inventory and upkeep
- Ensures invoices are paid prior to delivery
- Follows up for aging receivables weekly
- Performs client follow ups on a bi-weekly to monthly basis or after a one-off contract to
ensure services are up to standards
- Regularly reports updates and accomplishments to management
- Performs other administrative-related duties as directed by the Operations Manager and
Executive Team
- Always demonstrate professionalism when communicating with team members and
clients. Staff must display patience and understanding when dealing with clients.
- Staff should maintain a sense of urgency but also remember to maintain a safe
environment
Skills:
- Proficiency in QuickBooks for bookkeeping and payroll management
- Experience with front desk operations and multi-line phone systems
- Strong organizational skills with the ability to manage multiple priorities effectively
- Excellent communication skills—both verbal and written—along with professional phone etiquette
- Demonstrated experience in administrative tasks such as filing, vendor management, and office procedures
- Office experience combined with clerical expertise to support daily operations effectively
Requirements:
- Must have excellent customer service skills
- Build client estimates in a timely manner
- Must have good grammar for spelling+punctuation of emails to clients
- Convert estimates to invoices, once client confirms
- Answer phone call inquiries
- Keep invoicing sheet updated and ensure accuracy
- Build a rapport with clients
- Experience working with Microsoft Office products, QuickBooks Online is a plus
- Be able to work in Canada
- Strong written and verbal communication skills, fluent in English, French is a plus
Benefits:
- Access to discounted Corporate Rate for Goodlife Fitness – Gyms and Fitness Clubs
including towel service, after 3 months
- Team events
- Performance recognition gift cards
- Coffee, Hot chocolate, water and snacks provided
Job Type: Full-time
Pay: $23.00 per hour
Benefits:
- Company events
- On-site parking
Application question(s):
- Do you have experience talking on the phone with clients?
Experience:
- Administration: 1 year (preferred)
Work Location: In person
