Office Manager

5 days ago

Milton, Canada MHMI Full time

**Office Manager/Administrator**

**Administrative Responsibilities**:

- Provide general administrative support to management staff
- Maintain a filing system for important and confidential company documents
- Manage office supplies and order new supplies, uniforms, etc as needed
- Assist with the preparation of regularly scheduled reports eg, download bank statements, track expenses, etc.
- Assist in Accounts Receivable & Accounts Payable, basic bookkeeping, organizing and filing receipts, banking deposits, etc.

**Management Responsibilities**:

- The primary responsibility is to organize and coordinate all administrative activities and business processes to ensure high levels of organizational effectiveness, communication, and safety
- Assist in role and process development related to business workflow systems to improve overall efficiency
- Assist with personnel management and HR-oriented inquiries. Organize and maintain employee files while maintaining confidential information
- Support the hiring process by screening resumes, conducting interviews and onboarding new employees
- Be the contact person for employee requests, planned and unplanned time off management
- Assist with payroll and associated activities using Jobber, adhering to critical timelines
- Create and update job descriptions, training documents, policy manuals and operating procedures
- Prepare and maintain a document system consisting of workplace health and safety policies, equipment manuals, training and other relevant materials for employee access
- Maintain records and develop workplace processes in compliance with government legislation pertaining to Employee Health and Safety and management of company vehicles
- Quotes Contracts Invoicing - assist in the maintenance of client information, quotes & contract management, change order requests and client invoicing
- Collect lead information, assess client needs, share company’s service information, and disseminate lead information and develop the overall marketing strategy
- Manage the compilation, updating, and maintenance of company records efficiently
- Ensure all invoices are up to date and paid on time
- Order landscaping supplies, materials, and products and reconcile purchase order paperwork
- Onboard & maintain employee records - assist in onboarding new hires and clients
- Maintain all personnel records and generate reports as needed
- Time Sheets - Review crew member timesheets and submit for payroll
- Maintain office efficiency by planning and implementing workflow systems, materials, supplies, and equipment procurement
- Manage inventory for tools, equipment and landscaping materials
- Utilize Jobber software to monitor the schedule of onsite work, review employee hours,

**Qualifications**
- Ability to work independently and within a team environment
- Proficient in Microsoft Office Suite and Google Workspace
- Experience in bookkeeping and accounting practices and familiarity with QuickBooks
- Experience in office management or related field
- Exceptional organizational skills and attention to detail
- Knowledge of HR practices and procedures is a plus
- Ability to maintain confidentiality and demonstrate ethical behavior in all business dealings
- Creative problem-solving capabilities such as finding ways to operate more efficiently or researching new tools we can use to our advantage

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