Office Administrator

**The basic function of the Administrator is to help maintain a seamless experience for the office, site staff, subcontractors and clients by efficiently running back-end business operations**

**Role**:

- Open and close office daily
- Prepare and submit client documentation
- Interface with clients and vendors, and accommodate special requests
- Provide ballpark pricing for small jobs from a pre-populated document for phone-ins/web leads
- Schedule small jobs with the service department
- Organize office maintenance, ie cleaning company, snow removal etc.
- Follow up with accounts receivable and escalate non payments to GM
- Prepare and send invoices based on the Project Manager’s calculated progress draws
- Assist with preparing and sending purchase orders
- Manage and order office supplies
- Company filing by paper and cloud storage
- Organize travel accommodations for out of town work
- Maintain telecommunications/software used by the company and troubleshoot/fix as necessary including Gsuite, Univerge Blue, Knowify, QBO, ClickUp, etc.
- Organize company events
- Manage hiring leads and onboard new employees
- Coordinate with website host and advertisers, and request changes as necessary
- Manage employee certifications and schedule renewals
- Enter projects and input job costing into our project management software (Knowify)
- Add employees to Knowify
- Add employees to company benefits
- Input bills and payments into Knowify in a timely manner
- Approve site staff’s hours in Knowify
- Attend meetings and prepare, record, and distribute meeting minutes
- Keep an active diary of daily activities and an up to date calendar of past and current activities
- Prepare and send company memos
- Ship Returns
- Other tasks as requested or as business grows

**Qualifications**:

- 1+ years of experience as an Office Administrator, preferably in the construction industry
- Ability to multitask
- Ability to work well under pressure
- Ability to handle difficult customers professionally
- Ability to represent MD in a professional and happy manner with customers, vendors, staff and the general public
- Accurately enter data into the computer
- Detail oriented and highly organized
- Able to take personal responsibility for tasks
- Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events

**Rules**:

- Follow all company policies, procedures and systems.
- Use SMART Goals
- Maintain a happy demeanor with clients, staff and on the phone
- Keep yourself up to date on changing telecommunication and intercompany needs

**Working Conditions**:
This position works in a standard office environment. The office environment is controlled and maintained in a safe manner. Adherence to Safety Policy is vital.

**Physical Demands**:
The physical demands for this position are light. Must be able to use standard office equipment such as telephone, computer, files, copier, etc.. Occasionally lift/carry items up to 30 lbs. Answer the phone by the second ring.

**Mental Requirements**:
Self motivated and able to handle rapidly changing priorities and several tasks simultaneously. Must be able to respond to difficult situations with customers and co-workers with a high level of professionalism. Must be able to communicate effectively with vendors and co-workers. Must be able to follow safety guidelines at all times. Must have the ability to manage and lead effectively.

Always have a good attitude for the best customer service, even when in a bad mood.

**Internal Relationships**:
Communicates and interacts with employees on all levels in the office and in the field. Sets an example for employees in the company.

**External Relationships**

The administrator will have a high level of contact with customers and vendors, and will be required to maintain professional communication and appearance at all times during work hours.

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

**Salary**: $21.00-$30.00 per hour

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- Vision care

Schedule:

- 8 hour shift

Ability to commute/relocate:

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

**Experience**:

- office administrator: 1 year (required)