Job Summary
We are seeking a detail-oriented and organized Office & Administrator manager to join our team. Reporting directly to the President and Operations Manager, this is a pivotal role with broad responsibilities spanning office administration, client communications, scheduling, and internal operations. You'll serve as a key hub of coordination between field crews, clients, vendors, and industry partners, ensuring the day-to-day administrative operations run smoothly and professionally. Position available as full-time or contract depends on the experience.

Responsibilities

Answers calls, emails, and schedules meetings
Prepares and organizes project files and records
Assists with document formatting, filing, and data entry
Maintain HR and employee files
Manage and submit company paperwork for insurance, compliance, regulatory filings, and membership renewals
Manages accounts payable and receivable
Follow up on outstanding invoices and overdue payments (Accounts Receivable)
Outbound marketing and sales outreach to support lead generation; general administrative duties to implement promotional activities
Oversees internal systems such as procurement, logistics, and scheduling
Supports PMs in resolving operational challenges
Recommends process improvements
Manage communications with clients and vendors
Schedule estimate appointments and conduct follow-ups
Post-job customer satisfaction outreach
Coordinate daily work schedules and job logistics
Serve as the company's liaison with industry associations and professional memberships
Maintains office / studio supplies and equipment
Coordinates material orders and supplier lead times
Maintains up-to-date project calendars
Coordinate studio samples & selection meetings
Office management

Skills

Minimum 2 years of experience in office administration is mandatory.
Strong administrative skills with a focus on detail-oriented tasks
Proven experience in office administration, operations coordination, or executive assistant-level roles
Excellent clerical and communication skills (written and verbal); confident on the phone and over email
Strong time management and multitasking skills
High level of professionalism, attention to detail, and ability to prioritize
Familiarity with office management software, Microsoft, excel sheets, and digital productivity tools
Knowledge of budgeting principles to assist in financial planning
Ability to problem-solve and make sound decisions quickly
Experience with residential and commercial construction field is a strong asset but not required
Sales skills are a strong asset but not required.

If you are a proactive individual with a passion for organization and administration, we encourage you to apply for this exciting opportunity.

Note: Only applicants who meet the specified qualifications will be considered and will be thoroughly reviewed.

Job Types: Full-time, Fixed term contract
Contract length: 3 months

Pay: $17.20-$26.17 per hour

Expected hours: 35 per week

Application question(s):
Could you confirm if you are comfortable working fully in the office?

Experience:
Office management: 2 years (required)
Sales: 1 year (preferred)

Language:
French (preferred)
Native Fluent English (required)

Location:
Stittsville, ON K2S 1E7 (preferred)

Work Location: In person

Application deadline: 2025-08-20