Office Administrator/coordinator

2 months ago

Richmond, Canada Talos Custom Homes Ltd. Full time

**Position Summary**:
The Office Administrator/Coordinator reports to the Office Manager and is primarily responsible for administrative work to support both front and back-office operations supporting administrative, financial and construction operation activities. This includes supporting the key functions between construction activities and business operations by assisting with the execution of sales and property administration, accounts payables/receivables, purchase orders, work change orders, and acting as a general liaison between office, clients, contractors and 3rd party suppliers. The role will assist with coordinating repairs and revisions through work orders.

The Office Assistant has a proven ability to keep multiple concurrent projects on track, communicate effectively within and between departments in a fast-paced environment, and project a positive attitude under pressure. They are expected to have great time management skills, strong attention to detail, and a general knowledge of construction terminology and processes. They are also required to handle stress and work with high-energy.

Other general operations and administrative tasks will also be assigned.

**Key Responsibilities**:
The Employee shall be performing the following duties and other duties that he/she may from time to time be instructed to perform.

**Office Administration**
- Maintain all office filing systems, both electronic and physical, ensuring all documents are organized and easily accessible to employees with approved access.
- Manage general office support including maintaining supplies, equipment, mail, etc.
- Timely handling of requests, addressing queries and requests promptly
- Perform clerical tasks such as typing correspondence, data entry, and filing
- Assist with marketing for real estate via social media, mailers and flyers
- Assist HR and Accounting with employee communications and general services.

**Property Management**
- Collect rent payments from tenants, manage late fees, and handle any payment issues that may arise.
- Log rent payments and keep track of receipt, deposits, NSF & returned items, late payments, etc.
- Address tenants’ questions, concerns and complaints.
- Prepare and manage lease agreements.
- Perform comprehensive credit checks on new tenants.
- Responsible for Move-In / Move-Out Procedures
- handle the logistics of tenants move-ins and move-outs, including arranging inspections.

**MANAGE COMPANIES**
- Make sure all licenses and certifications with Home Construction Regulatory Authority, are up to date for each company.

**Insurance policy / License management**
- Maintain accurate records for current insurance policies
- Manage renewal and annual audits for insurance policies including Auto and General Liability.

**Vehicle Management**
- To ensure that all license plates are updated and issued accurately.
- Verify that drivers possess all necessary documentation required for legal road travel, including vehicle registration, proof of insurance, and identification.
- Maintain and manage annual registrations, maintenance records and fuel usage.
- contan appropriate offices/agencies to ensure license stickers plates are up to date for Heavy Duty Trucks.
- contact CVOR to update Commercial Vehicle Operators Registration.
- Ensure copies of necessary vehicle registrations in all vehicles.
- Contact Service Ontario make sure stickers plates are up to date for Trucks.

**Construction**

**Assist construction supervisor by**:

- Accessing City of Ottawa Portal and requesting inspections.
- Able to navigate Enbridge website requesting meter install, activation of temporary heat requests, and request Enbridge Finals.
- Deliver and collect architectural plans from printing company.
- Communicate updates ( e.g. changes of dates on closings) with Client Care/Warranty Manager and Construction Manager, keep open communication when needed.
- Proper notice must be provided to homeowners, updates and follow-ups to ensure open communication.
- Work with Sales and Construction Team to ensure that all sales have been correctly entered into our files including but not limited to sale dates, alteration amounts, billing dates.

**Key Skills and Requirements for the position**

**Education and Knowledge**:

- High School Diploma (Post Secondary Education in Office Administration an asset)
- Strong understanding and knowledge of construction terminologies and processes
- Strong computer literacy with proficiency in MS Office Suite (Word, Excel, PowerPoint), video conferencing tools (Microsoft Teams, Zoom) and Google Suite.

**Skills/Abilities**:

- Strong ability to organize and manage multiple tasks
- Detail-oriented and capable of prioritizing daily workload and multitasking effectively
- Ability to work well under pressure, excellent time management skills with a proven ability to meet tight deadlines.
- Excellent verbal and written communication and customer service skills
- Ability to anticipate need

  • Administrative Officer

    4 weeks ago

    Richmond, British Columbia, Canada Nancy Jin & Associates Corp. Full time

    Job Title: Administrative Officer - Office CoordinatorJob Summary: We are seeking an experienced Administrative Officer to join our team at Nancy Jin & Associates Corp. as an Office Coordinator. The successful candidate will be responsible for reviewing and evaluating new administrative procedures, establishing work priorities, and ensuring procedures are...

  • Administrative Officer

    4 weeks ago

    Richmond Hill, Ontario, Canada Schindler Consulting Full time

    Job Title: Administrative Officer - Office CoordinatorJob Summary: We are seeking an experienced Administrative Officer to join our team at Schindler Consulting. The successful candidate will be responsible for providing administrative support to our office, including tasks such as data entry, report preparation, and coordination of office services.Key...

  • Administrative Officer

    4 weeks ago

    Richmond Hill, Ontario, Canada Ctrl Tax Full time

    Job Title: Administrative Officer - Office CoordinatorAbout the Role:We are seeking an experienced Administrative Officer to join our team at Ctrl Tax. As an Administrative Officer, you will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our office.Key Responsibilities:Review and...

  • Administrative Coordinator for Office Operations

    2 weeks ago

    Richmond, British Columbia, Canada TROVENT GROUP CORPORATION Full time

    Job Title:Administrative Coordinator for Office OperationsAbout the Job:TROVENT GROUP CORPORATION is seeking an experienced Administrative Coordinator to join our team. The successful candidate will be responsible for coordinating office administrative procedures, ensuring that all tasks are completed efficiently and effectively.Key...

  • Administrative Coordinator for Office Operations

    1 week ago

    Richmond, British Columbia, Canada FOCUS LEARNING Full time

    **Job Title:** Administrative Coordinator for Office OperationsWe are seeking an experienced and detail-oriented Administrative Coordinator for Office Operations to join our team at FOCUS LEARNING.**About the Role:This is a permanent position with an estimated salary range of $45,000 to $60,000 per year, depending on experience and qualifications.The...

  • Administrative Assistant

    4 weeks ago

    Richmond, British Columbia, Canada Hon's Wun-Tun House (2011) Ltd. Full time

    Job Title: Administrative Assistant - Office CoordinatorJob Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Hon's Wun-Tun House (2011) Ltd. The successful candidate will provide administrative support to our office operations, ensuring the smooth day-to-day functioning of our business.Key...

  • Administrative Officer

    3 weeks ago

    Richmond, British Columbia, Canada Big Fresh Full time

    Job Summary: As an Administrative Officer at Big Fresh, you will be responsible for reviewing and evaluating new administrative procedures, delegating tasks to office support staff, and establishing work priorities. Your role will involve coordinating office services, assembling data, and preparing reports. You will also oversee and coordinate office...

  • Administrative Coordinator for Office Operations

    2 weeks ago

    Richmond, British Columbia, Canada Progressive Concrete Ltd Full time

    Job DescriptionWe are seeking an organized and detail-oriented Administrative Coordinator to join our team at Progressive Concrete Ltd.Job SummaryThis role involves providing administrative support to ensure the smooth operation of our office. The successful candidate will be responsible for coordinating seminars, establishing office procedures, scheduling...

  • Office Coordinator

    3 weeks ago

    Richmond, British Columbia, Canada Save On BlackTop Full time

    Job DescriptionJob Title: Office AdministratorJob Summary: We are seeking a highly organized and detail-oriented Office Administrator to join our team at Save On BlackTop. The successful candidate will be responsible for coordinating office services, managing administrative tasks, and maintaining inventory and budgetary controls.Key...

  • Office Coordinator

    5 months ago

    Richmond, Canada West Coast Packaging Supply Ltd. Full time

    **Position: Office Coordinator** The Office Coordinator is responsible for the coordination of all office activities and activities of the team in the office. This position will be responsible for scheduling, data entry, fully accounting cycle includes accounts payable, accounts receivable and coordination of all office activities and services. This...

  • Office Coordinator

    4 weeks ago

    Richmond, British Columbia, Canada Big Fresh Full time

    About the Role:Big Fresh is seeking an experienced Office Administrator to join our team. As an Office Administrator, you will be responsible for providing administrative support to our office operations. This includes reviewing and evaluating new administrative procedures, delegating work to office support staff, and establishing work priorities.Key...

  • Office Coordinator

    4 weeks ago

    Richmond, British Columbia, Canada PAKLAND DEVELOPMENTS LTD Full time

    Pakland Developments Ltd is seeking an experienced Office Administrator to join our team. As an Office Administrator, you will be responsible for implementing new administrative procedures, reviewing and evaluating existing ones, and establishing work priorities to ensure procedures are followed and deadlines are met.You will also be responsible for...

  • Office Coordinator

    4 weeks ago

    Richmond, British Columbia, Canada Bhullar Excavating and Demolition Inc Full time

    Bhullar Excavating and Demolition Inc is seeking an experienced Office Administrator to join our team. As an Office Administrator, you will be responsible for implementing new administrative procedures, reviewing and evaluating existing procedures, and delegating work to office support staff.The ideal candidate will have a secondary (high) school graduation...

  • Office Coordinator

    4 weeks ago

    Richmond, British Columbia, Canada Save On BlackTop Full time

    About the RoleAt Save On BlackTop, we are seeking a highly skilled Office Administrator to join our team. As an Office Administrator, you will be responsible for providing administrative support to our staff, ensuring the smooth operation of our office services, and maintaining accurate records and data.Key ResponsibilitiesAdministrative SupportProvide...

  • Office Coordinator

    4 weeks ago

    Richmond, British Columbia, Canada NORTHERN L.E.D LTD. Full time

    Job Title: Office CoordinatorJob Summary: We are seeking a highly organized and detail-oriented Office Coordinator to join our team at Northern L.E.D Ltd. The successful candidate will be responsible for coordinating office operations, supervising other workers, and providing administrative support to our team.Key Responsibilities:Coordinate office...

  • Office Administrator

    3 weeks ago

    Richmond, British Columbia, Canada Fok's Trading (Canada) Ltd. Full time

    Job Description Summary: We are seeking an experienced Administrative Manager to oversee the day-to-day operations of our office and team.Key Responsibilities:Supervise and coordinate the work of team membersDevelop and implement office proceduresManage information flow and ensure seamless communicationCoordinate travel arrangements and schedulingProvide...

  • Office Coordinator

    2 weeks ago

    Richmond, British Columbia, Canada Cheryl Kwok Notary Public Full time

    Job OverviewWe are seeking a highly organized and detail-oriented Office Coordinator to join our team at Cheryl Kwok Notary Public. As an Office Coordinator, you will be responsible for providing administrative support and ensuring the smooth operation of our office.

  • Administrative Officer

    2 weeks ago

    Richmond, British Columbia, Canada Forbest Academy Inc. Full time

    Job DescriptionWe are seeking an Administrative Officer to join our team at Forbest Academy Inc. as a Policy and Procedure Coordinator. In this role, you will be responsible for reviewing and evaluating new administrative procedures, delegating work to office support staff, establishing work priorities, and ensuring procedures are followed and deadlines are...

  • Administrative Coordinator for Office Efficiency

    1 week ago

    Richmond Hill, Ontario, Canada Bene Renos Inc Full time

    Job OverviewBene Renos Inc is seeking a highly organized and detail-oriented Administrative Coordinator to join our team. As an essential member of our support staff, you will play a key role in ensuring the smooth operation of our office.Salary RangeThe estimated salary for this position is $45,000 to $60,000 per year, depending on experience and...

  • Administrative Officer

    4 weeks ago

    Richmond, British Columbia, Canada Forbest Academy Inc. Full time

    Job Title: Administrative OfficerForbest Academy Inc. is seeking an experienced Administrative Officer to join our team. The successful candidate will be responsible for providing administrative support to our staff and ensuring the smooth operation of our office.Key Responsibilities:Provide administrative support to staff, including answering phones,...