Office Assistant

2 months ago

Toronto, Canada Interior Nation Full time

Key Responsibilities:

- **Administrative Support**:

- Schedule meetings, appointments, and site visits.
- Maintain and organize office files, records, and documents.
- Prepare and distribute memos, reports, and other correspondence.
- **Project Coordination**:

- Assist project managers and team members with project documentation.
- Track project timelines, deliverables, and milestones.
- Coordinate and communicate with subcontractors and vendors.
- Monitor and update project schedules and databases.
- **Office Operations**:

- Order and manage office supplies and equipment.
- Ensure office equipment is properly maintained and serviced.
- Assist with onboarding new employees and setting up workstations.
- Maintain a clean and organized office environment.
- **Accounting Support**:

- Assist with invoicing, purchase orders, and expense reports using QuickBooks.
- Track and reconcile petty cash and other financial transactions.
- Support the preparation of budgets and financial reports.
- Manage accounts payable and receivable.
- Perform regular financial data entry and updates.
- **CRM Management**:

- Utilize HubSpot for managing customer relationships and communication.
- Update and maintain the customer database in HubSpot.
- Track and report on customer interactions and sales metrics.
- **Customer Service**:

- Greet and assist visitors in a professional and friendly manner.
- Address inquiries and provide information as needed.
- Foster positive relationships with clients, vendors, and team members.

Qualifications:

- Bachelor's or equivalent degree preferred.
- Previous experience in an administrative or office assistant role, preferably in the construction industry.
- Proficiency in QuickBooks and HubSpot.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to multitask and prioritize tasks effectively.
- Attention to detail and problem-solving skills.
- Knowledge of construction terminology and processes is a plus.
- Knowledge of Social media and Newsletter.

Working Conditions:

- Typical office environment with occasional visits to construction sites.
- May require occasional lifting of office supplies and equipment.
- Full-time position with standard working hours; some overtime may be required.

Pay: From $18.00 per hour

Expected hours: 30 - 40 per week

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Toronto, ON M5A 0P6: reliably commute or plan to relocate before starting work (preferred)

**Experience**:

- Customer service: 3 years (required)

**Language**:

- Fluent English (required)

Licence/Certification:

- Driving Licence (required)

Work Location: In person

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