Office Administrator

7 hours ago


Newmarket, Canada Momentum Integrated Solutions Ltd. Full time

Key Responsibilities:

- **Safety Documentation**: Maintain and update safety-related records, ensuring compliance with industry and company standards.
- **Scheduling**: Coordinate scheduling of field technicians, meetings, and service appointments, ensuring efficiency and timely delivery of services.
- **Top of Funnel Purchasing**: Assist in the procurement of office supplies, tools, and basic parts, ensuring adequate inventory levels and project progression.
- **Spare Parts Sales & Quotes**: Provide customers with small quotes and process sales transactions.
- **Bookkeeping**: Support the financial department with tasks such as invoicing, tracking payments, reconciling accounts, and managing payroll entries.
- **Invoicing**: Prepare and send out invoices for completed services, follow up on payments, and resolve any billing issues.
- **Vendor Management**: Establish and maintain relationships with vendors, manage purchase orders, and ensure timely delivery of parts and services.
- **Employee Event Planning**: Organize and coordinate company events, meetings, and employee appreciation activities, ensuring successful execution and engagement.
- **Phone & Customer Service**: Answer incoming phone calls in a professional manner, assist with customer inquiries, and direct calls as needed.
- **Light HR Tasks**: Assist with basic human resources tasks such as tracking employee attendance, managing new hire paperwork, and helping with employee communications.
- **Office Policy Development**: Help develop, implement, and maintain office policies and procedures to improve workflow and ensure compliance with company standards.
- **Office Support**: Provide general support for various administrative tasks as needed to ensure the office runs smoothly and efficiently.

Qualifications:

- Proven experience in an administrative role, preferably in an industrial or service-based company.
- Familiarity with safety documentation and scheduling processes.
- Basic understanding of bookkeeping and accounting principles.
- Strong organizational skills and attention to detail.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
- Experience with invoicing software (QuickBooks or similar) is a plus.
- Ability to work independently and prioritize tasks effectively.
- Event planning or coordination experience is a plus.
- HR experience or understanding of basic HR tasks is a plus.

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

Pay: $35,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Life insurance
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Language**:

- English (preferred)

Work Location: In person



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