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Office Administrator

2 weeks ago

Woodbridge, Canada ID Mechanical Inc. Full time

**Company Profile**:
ID Mechanical Inc. and ID Plumbing Services provides a variety of plumbing services, from pipe installation to drainage, to water based radiant heating systems, to fixtures and appliances. We are a respected plumbing company that provides quality work and professionalism to its valued residential, commercial, and industrial customers.

With our head office located in Vaughan, we service the greater part of the GTA. We are currently looking to add an experienced **Office Administrator** to our great team

**Job Summary**: This position is responsible for providing support to the head office and field teams in general administrative duties. In addition, this role will provide administrative support to the Owner.

**Responsibilities and Duties**:
**General Office Administration**
- Maintain filing and label files/binders
- Mail (opening, mailing out, arrange couriers)
- General housekeeping and organization (boardrooms, kitchen etc )
- Ordering office supplies as required
- Maintain vacation requests and update schedule/calendar
- Support with new hire orientation
- Organize seasonal company events
- Other duties as required

**Administrative Duties for Owner**:

- Assist with preparing client quotes, new project packages, client social functions
- Work with Union contacts for new member set ups
- Support with ad-hoc projects and other administrative duties as required

**Accounting Administration**
- Accounts Payable: Match invoices with packing slips, filing A/P invoices, work with A/P departments to ensure timely payment of accounts
- Responsible for year-end consolidation and new year start up for A/R & A/P
- Process and reconcile deposits
- Monitor Service Box sync into Sage Accounting to ensure it is completed properly

**Invoicing with Service Box System**
- Enter service calls in the system to its client info
- Invoice completed work daily and ensure techs include all the information
- Confirm supplier purchases with invoices
- Discuss areas of concerns with incomplete work orders, pending invoices, tech issues and collection agency
- Synch Service Box into Sage Accounting weekly

**Manage Time Entry System (Vericlock)**
- Enter new jobs to sync in Sage for employees to clock in and out
- Review weekly payroll hours with owner for payroll
- Manage banked hours for employees

**Health and Safety Administration**
- Prepare and update safety booklets for new construction projects (start up packages)
- Organize employee training requirements, update and maintain spreadsheet

**Qualifications**:

- Post-secondary diploma in administration or related field
- 3-5+ years’ experience as an office administrator or administrative assistant role
- Works effectively independently and in team environment
- Excellent verbal and written communication, time management and multi-tasking in order to prioritize workload and stay on top of administrative demands
- Ability to handle sensitive and confidential information with professionalism
- Proficient in Microsoft Office 365 Suite
- General knowledge of Sage

Schedule:

- Day shift

Ability to commute/relocate:

- Woodbridge, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- office administrator or administrative assistant: 3 years (preferred)