Office Administrator

3 months ago

Truro, Canada Envelopro Full time

**Job Posting: Office Administrator/Executive Assistant**

We are seeking a highly organized, detail-oriented, and proactive **Office Administrator/Executive Assistant** to join our rapidly growing roofing and siding company. This position requires a versatile individual who can handle a wide range of administrative tasks, support staff, and manage the office's day-to-day operations, all while assisting the CEO with executive functions.

**Responsibilities**:

- **Calendar & Scheduling Management**: Prioritize and coordinate the schedules of the CEO and project crews to ensure efficiency.
- **Phone & Client Correspondence**: Answer phone calls in a professional manner, liaise with clients and suppliers, and provide exceptional customer service.
- **Software Management**: Utilize and manage industry-specific software for project tracking, timekeeping, and communication.
- **Executive Support**: Assist the CEO with dictation, task tracking, and managing day-to-day tasks.
- **Meeting & Travel Coordination**: Organize meetings, appointments, and travel arrangements for staff as needed.
- **Data Entry & Cross-Referencing**: Ensure data accuracy in reports, track employee hours, and perform basic bookkeeping using QuickBooks or similar software.
- **File Management**: Maintain organized, accurate files and records, both digitally and physically.
- **Human Resources Support**: Assist with onboarding, employee record maintenance, and general HR tasks.
- **Office Supplies & Vendor Relations**: Manage office inventory and vendor relationships to ensure smooth office operations.
- **Training Support**: Help develop and implement staff training programs to improve team performance.

**Experience & Skills**:

- Previous experience in office administration or a similar role is preferred.
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Excellent verbal and written communication skills, with confidence in handling phone calls and client interactions.
- Proficiency with Microsoft Office Suite, QuickBooks, and industry-specific software (training provided if necessary).
- Ability to work independently, problem-solve, and take initiative in a fast-paced environment.
- Attention to detail, with a focus on accuracy and efficiency.
- Familiarity with time management, scheduling, and data entry practices.

**Why Join Us?**
- Competitive compensation based on experience.
- Opportunities for growth in a fast-growing company.
- Collaborative and supportive work environment.
- The chance to make a significant impact in the operational success of the business.

Important Key Criteria:

- **Strong Attention to Detail**: The ability to catch small errors and ensure accuracy in scheduling, data entry, and reporting.
- **Effective Multitasking**: Capable of managing multiple tasks simultaneously without losing focus, especially in a fast-paced environment.
- **Excellent Time Management**: Able to prioritize tasks efficiently, ensuring that deadlines are met and schedules run smoothly.
- **Problem-Solving Skills**: Ability to think critically and address challenges independently, offering solutions when issues arise.
- **Strong Communication Abilities**: Comfortable speaking directly with clients, vendors, and team members over the phone or in person, and confident in written correspondence.
- **Adaptability**: Willing and able to learn new software, systems, and processes quickly and adapt to evolving business needs.
- **Customer-Centric Approach**: A focus on customer satisfaction, with the ability to handle inquiries and complaints professionally and empathetically.
- **Team Player**: Willing to collaborate with other staff members and provide support across various departments when needed.
- **Tech-Savvy**: Comfortable with modern office software (Microsoft Office Suite, QuickBooks) and willing to learn industry-specific programs.
- **Discretion and Confidentiality**: Able to handle sensitive information with discretion, especially in HR-related tasks or when supporting the CEO.
- **Self-Motivated**: A proactive attitude, with the ability to work independently, take initiative, and follow through on tasks without needing constant oversight.

Pay: $41,600.00 per year

Additional pay:

- Signing bonus

Schedule:

- Monday to Friday

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

**Experience**:

- Office management: 3 years (preferred)

**Language**:

- English (required)

Work Location: In person

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