Position Summary
The Office Administrator / Office Manager is responsible for overseeing and coordinating the daily administrative operations of the organization while providing support to all departments, including Sales, Customer Service, Operations, Finance, Human Resources, and Technical Services. This role serves as the central point of coordination for office activities, ensuring efficient workflows, exceptional customer service, and effective communication across the company.
The successful candidate will be highly organized, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining professionalism and confidentiality.
Key ResponsibilitiesOffice & Administrative Management
- Oversee the day-to-day operations of the office and ensure efficient administrative processes across all departments.
- Develop, implement, and maintain office procedures and administrative systems.
- Coordinate company communications, meetings, and internal initiatives.
- Manage office supplies, equipment, and vendor relationships.
- Maintain company records and ensure accurate filing and document management systems.
Customer Service & Front Office Management
- Serve as the first point of contact for customers, visitors, and vendors.
- Respond to customer inquiries and direct requests to the appropriate department.
- Address customer concerns and assist with issue resolution or create support tickets when required.
- Ensure a high level of professionalism and customer satisfaction.
Sales & Customer Administration
- Assist with customer onboarding, service orders, and account administration.
- Prepare quotes, contracts, invoices, and customer correspondence.
- Maintain customer records and ensure data accuracy within CRM and billing systems.
- Support sales initiatives, promotions, and customer retention activities.
Operations & Scheduling
- Coordinate installation and service schedules with field staff and technicians.
- Assist with dispatching and scheduling activities.
- Monitor job status and ensure timely communication between departments and customers.
- Support operational reporting and administrative tracking.
Financial Administration
- Assist with accounts receivable and accounts payable functions.
- Process customer payments and maintain accurate financial records.
- Prepare reports, spreadsheets, and administrative documentation as required.
- Support budgeting, purchasing, and expense tracking activities.
Human Resources & Employee Support
- Assist with employee onboarding and orientation.
- Maintain personnel files and confidential employee documentation.
- Coordinate training records, certifications, and company events.
- Support recruitment activities, scheduling interviews, and employee communications.
Communication & Coordination
- Act as a liaison between departments to ensure efficient communication and collaboration.
- Coordinate company meetings, events, and special projects.
- Assist management with implementing new processes and organizational initiatives.
- Provide administrative support to leadership and department managers.
Marketing & Community Engagement
- Assist with marketing initiatives, social media activities, and community events.
- Support trade shows, sponsorship activities, and company functions.
- Participate in occasional evening and weekend events as required.
Other Duties
- Prepare reports, presentations, and correspondence.
- Maintain confidentiality regarding company, employee, and customer information.
- Perform other administrative and operational duties as assigned.
Qualifications & SkillsOrganizational Skills
- Exceptional ability to manage multiple priorities and work independently.
- Strong attention to detail and commitment to accuracy.
Communication Skills
- Excellent verbal and written communication skills.
- Professional, courteous, and customer-focused approach.
Leadership & Initiative
- Ability to identify opportunities for process improvement and implement solutions.
- Self-motivated with strong problem-solving abilities.
Technical Skills
- Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
- Experience using CRM, billing, scheduling, and business management software.
- Ability to quickly learn new software and systems.
Interpersonal Skills
- Ability to build strong working relationships across all departments.
- Professional, approachable, and team-oriented attitude.
Time Management
- Ability to manage competing priorities and meet deadlines in a fast-paced environment.
Qualifications
- Minimum of 3 years of experience in office administration, office management, or a similar role.
- Experience in customer service and administrative support.
- Experience in telecommunications, utilities, or service-based industries is considered an asset.
- Post-secondary education in Business Administration, Office Administration, or a related field is preferred.
Compensation & Benefits
- Competitive salary based on experience.
- Comprehensive benefits package.
- Paid vacation and company events.
- Opportunities for professional growth and advancement.
Location: Aylmer, Ontario
Employment Type: Full-Time, Permanent
Job Types: Full-time, Permanent
Pay: $20.00-$30.00 per hour
Expected hours: 40.0 per week
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Store discount
Ability to commute/relocate:
- Aylmer, ON: reliably commute or plan to relocate before starting work (preferred)
Language:
Work Location: In person
