Office Administrator

6 months ago

Orangeville, Canada Spitz's Landscape Contractors Full time

**Company**:Spitz's Group of Landscape Contractors services a large spread of clients across the GTA. Catering to the landscape construction, and property maintenance industry for Residential and Commercial customers.

**Position**:As an office Administractior, you will play a pivotal roal in ensuring the efficient functioning of our Landscape contruction companies Administrative process. This position involves a comvination of administrative tasks, project coordination, and effective communication with project managers and internal/external stakeholders. The individual must be confident working independently, but comfortable receiving daily delegation from Project Managers and providing regular progress updates. A background in general construction And or customer service will be an asset in this position.

1. **Administrative Duties**:

- Maintain accurate and organized filing systems for documents, contracts, permits, Tarion warranty information, safety documentation, WSIB, invoicing/payments, bank account management and other essential paperwork on behalf of project manager.
- Managing shared folders on behalf of project managers and site supervisors.
- Assist in the preparation of reports and documentation as needed.
- Assist in the management of active rental properties.
- Some social media management including company website, Instagram, Google and Facebook accounts.
- Maintain office space including cleanup and office supplies.

2. **Project Coordination**:

- Collaborate with project managers and site super to support the coordination and scheduling of construction projects.
- Track project timelines, update project calendars, and assist project managers in the management of project documentation.
- Provide updates to project managers and site supervisors to ensure scheduled milestones are met.
- Scheduling inspections with the Town of Whitby and Fire Department.3. **Client Communication**:

- Serve as a point of contact for clients, addressing inquiries and providing updates on project status.
- Ensure effective communication between the office and construction teams to facilitate a seamless workflow.
- Represent the company to active purchasers and potential purchasers with a positive attitude.
- Manage closeout documentation for new home purchasers on behalf of Project Manager.
- Manage communications between project manager, Tarion and new home owners after closing.

4. **Financial Administration**:

- Manage invoicing, expense tracking, and payroll processes.
- Maintain accurate financial records of project expenses and active company bank accounts.
- Managing tax remittances and HST accounting.

5. **Vendor and Supplier Management**:

- Coordinate with suppliers and vendors to ensure timely delivery of materials and services and provide updates to project managers.
- Manage relationships with key vendors and negotiate favorable terms.
- Coordinate estimates and provide breakdowns to project managers.

**Qualifications**:

- Proven experience as an office administrator or in a similar administrative role.
- Strong organizational and multitasking skills with a keen attention to detail.
- Excellent communication and interpersonal skills.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Must be proficient in QuickBooks.
- Familiarity with construction industry processes is a plus.
- Able to work independently and provide progress updates to site supers and project managers.

**Education and Experience**:

- Minimum of a high school diploma; additional certifications or relevant coursework is an advantage.
- Previous experience in a residential construction or related industry preferred.
- This is an in-office position, no hybrid or work form home availability.

**Benefits**:
**Job Types**: Full-time, Permanent

**Salary**: $22.00-$29.00 per hour

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- Mandarin (preferred)

Ability to Commute:

- Orangeville, ON L9W 3X5 (required)

Ability to Relocate:

- Orangeville, ON L9W 3X5: Relocate before starting work (required)

Work Location: In person

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