Administrative Assistant

2 months ago

Kanata, Canada Ottawa Interlock Repair Full time

**Hours**: Full-Time Contract (Maternity)

**About Us**:
Ottawa Interlock Repair is a leader in transforming outdoor spaces with premier interlocking and landscaping services. As we expand our team and aim for market dominance, our focus is on optimizing our operations and enhancing customer experience. We are seeking a dynamic Administrative Assistant who will be central in helping us achieve these goals.

**Role Overview**:
Our office is currently operating with a lean staff, with several roles being juggled by a few individuals. To streamline this, last year we introduced a comprehensive role that merges Office Administration, Project Administration, Social Media Management, and additional responsibilities into one robust position. This role is key for maintaining operational efficiency, project stewardship, and a vibrant online presence.

**Key Responsibilities**:
**Office Administration**:

- Schedule and coordinate appointments for our team.
- Inform customers about the scheduling of jobs.
- Facilitate material orders and execute customer service responsibilities.
- Maintain an organized and efficient office environment.
- Help manage invoices and payments.
- Address financial inquiries with accuracy and initiative.
- Project tracking.

**Social Media Management**:

- Craft and schedule compelling social media content.
- Collaborate with content creators, providing captions and direction.
- Engage with our online community to maintain a strong digital presence.
- Seek out and implement cost-effective social media strategies.

**Job Tracking/Costing Project**:

- Manage a job costing system to track material costs and labor time.
- Analyze project data, record task durations, and communicate with on-site workers for updates.
- Ensure accurate tracking and follow-up on project progress.

**Errands and Operational Support**:

- Coordinate pick-ups and deliveries of work uniforms and other small tools needed on site.

**Industry Knowledge Development**:

- Gain knowledge of basic interlock repair and landscaping terminology and methods to better support the operational side of the business and provide exceptional customer service.

**Flexible Hours**:

- Work hours will adjust seasonally: Full-Time during peak season (April-August), transitioning to slightly reduced hours in the shoulder months (March and September-November), and during the off-season (December-February).
- The off-season offers potential for extended vacation and remote work opportunities.
- Maintain flexibility to be on-call during peak seasons, ensuring customer inquiries are addressed within one business day.

**Qualifications**:

- Bachelor's degree in business administration, or a related field is preferred.
- Solid experience in office management, and social media roles.
- Proficiency in Google Workspace and social media platforms.
- Strong organizational, communication, and analytical skills.
- Detail-oriented with a proactive approach to problem-solving.
- G2/G class driver’s license is required, a car is not mandatory but would be a substantial asset.

**Compensation**:

- A competitive salary that reflects experience.
- Seasonal flexibility in hours, including extended vacation and remote work.
- Opportunities for professional growth and development.

**How to Apply**:
**Job Type**: Fixed term contract
Contract length: 12 months

Pay: $19.00-$22.00 per hour

Expected hours: 20 - 40 per week

**Benefits**:

- Casual dress

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

**Language**:

- English (required)

Work Location: Hybrid remote in Kanata, ON

Application deadline: 2024-12-06
Expected start date: 2025-01-06

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