Overview
We are seeking a highly organized and proactive Office Administrator to oversee daily office operations and ensure smooth administrative functioning. This role is vital in supporting various departments, managing vendor relationships, and maintaining efficient office workflows. The ideal candidate will possess strong communication skills, excellent organizational abilities, and experience in office management, with a background in clerical, administrative, or medical office settings. This position offers an opportunity to contribute to a dynamic team environment while developing professional skills in event planning, human resources, and team management.
Duties
- Manage calendar scheduling and coordinate appointments, and events with attention to detail.
- Prepare and process invoices, estimates, and purchase orders
- Assist with accounts receivable follow-ups and tracking payments
- Review and interpret construction plans, specifications (devis), and project
- documents to support quoting
- Prepare and issue quotes and proposals based on project requirements
- Maintain organized records of projects, clients, and financial documents
- Coordinate with project managers, technicians, and suppliers
- Support general office administration and day-to-day operations
- Ensure accuracy and attention to detail in all documentation
- Handle bookkeeping tasks such as invoicing, record keeping, and basic accounting using QuickBooks.
- Assist with vendor management by sourcing supplies, processing orders, and maintaining supplier relationships.
- Support human resources functions including onboarding, training & development, and maintaining employee records.
- Manage payroll processing and ensure accurate timekeeping and benefit administration.
- Organize and maintain filing systems for documents related to management or general administrative records.
- Supervise office staff or team members as needed, providing guidance on administrative procedures.
- Coordinate special projects such as event planning or office upgrades to improve operational efficiency.
- Ensure adherence to office policies by providing training on phone etiquette, document handling, and organizational protocols.
Skills
- Proven experience in office management or administrative roles with strong clerical background.
- Excellent communication skills—both verbal and written—with professional phone etiquette.
- Strong organizational skills with the ability to manage schedules effectively and prioritize tasks efficiently.
- Proficiency in QuickBooks for bookkeeping and payroll processing; experience with calendar management tools.
- Ability to handle vendor management processes and maintain positive professional relationships.
- Experience supervising staff or team members along with human resources knowledge for onboarding and training purposes.
- Familiarity with office management is a plus but not required; general office experience is essential.
- Competence in managing multi-line phone systems, filing systems, and front desk operations.
- Capable of handling budgeting tasks and supporting financial recordkeeping activities. This position is ideal for a motivated individual who thrives in a fast-paced environment and is eager to contribute to the success of our organization through effective office administration.
- Ability to work autonomously and take initiative
- Experience with invoicing, quoting, and accounts receivable
- Comfortable reading and understanding construction drawings and specifications
- (asset)
- Proficiency in Microsoft Office (Excel, Word, Outlook); experience with accounting
- software is an asset
- Experience in the security, construction, or structured cabling industry is considered
- a strong asset
Job Type: Permanent
Pay: $50,000.00-$74,503.16 per year
Experience:
- Workday: 2 years (preferred)
- Administrative: 2 years (preferred)
Language:
- french and english (preferred)
Work Location: In person
