Office Administrator

5 hours ago

Georgetown, Canada Alana + Kelly Design Co. Full time

**Job Title**: Office Administrator

**Company**: Alana + Kelly Design Co. Ltd.

**Location**: Georgetown, ON

**Job Type**: Monday
- Thursday 9-3pm (24 hours per week)

**About Us**: Alana + Kelly Design Co. is an innovative firm specializing in architectural and interior design combined. Committed to excellence, creativity, and client satisfaction, we take pride in shaping spaces that inspire. As we continue to expand, we are seeking a proactive and detail-oriented Office Administrator to join our team and contribute to the smooth functioning of our operations.

**Responsibilities**:
1. **Financial Management**:

- Payroll processing and ensure timely and accurate payments.
- Perform bookkeeping and account reconciliation tasks using Design Docs
- Manage client invoicing and follow up on outstanding payments.
- Coordinate with the accountant monthly for financial reviews.
- HST Calculations
- Mileage & project time tracking

2. **Client Relations and Office Coordination**:

- Manage client inquiries, onboarding, and address office-related client needs.
- Manage incoming phone calls
- Coordinate client invoicing and maintain positive client relationships.
- Act as a point of contact for unit rental, service providers, and trade relations.
- Oversee general office maintenance and ensure overall cleanliness.
- Collaborate with HR consultants on general HR tasks.
- Manage/monitor employee contracts, sick days, vacation days.

3. **Workflow and Documentation**:

- Utilize Asana for office workflow management and ensure tasks are tracked and completed.
- Develop and maintain checklists for various office processes.
- Assist in creating contracts, including hourly work contracts and Design/Build contracts.

4. **Project Management Assistance**:

- Utilize and update Asana for project updates
- Ordering, documenting and tracking of client products such as fabrics, furniture, accessories etc
- Assist in installation day coordination

**Qualifications**:

- 3-5 years experience in office management or a similar role.
- Strong financial acumen with experience in payroll, bookkeeping, and invoicing.
- Familiarity with project and client management software (e.g., Asana).
- Excellent organizational and communication skills.
- Ability to multitask and prioritize in a fast-paced environment.
- Knowledge of contracts and legal documentation.
- Knowledge of Design Docs would be a bonus.

**Note**:

- This job description is not intended to be all-inclusive. The employee may perform other related duties as negotiated to meet the ongoing needs of the organization

**Job Type**: Part-time

Pay: $20.00-$25.00 per hour

Expected hours: 24 per week

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off

Ability to commute/relocate:

- Georgetown, ON L7G 4K1: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Language**:

- English (required)

Work Location: In person

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