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Office Manager/administrative Coordinator
2 weeks ago
**Office Manager / Administrative Coordinator**
Location: Markham, ON
Type: Full-Time, Monday-Friday
**Salary**: $40,000 - $60,000/year
**About Us**
The Renovators Of Canada (T-ROC) is a trusted name in home renovations across the GTA with over 20 years of service. We are seeking a proactive and professional Office Manager to act as the central hub of communication and organization for our business. You’ll support the team, clients, and ownership by keeping the day-to-day details running smoothly.
**Responsibilities**
Communication & Client Support
- Respond to client, subcontractor, employee and vendor inquiries in a timely, professional manner.
- Send insurance, WSIB, and other compliance documents/reports as required..
- Act as the first point of contact for phone calls and general inquiries.
- Post weekly team newsletter & Seasonal outreach newsletters using provided content
- Serve as the first point of contact for staff (DOO, Sales Manager, Supervisors) on administrative and coordination matters before escalating to ownership.
Administrative & Organizational Support
- Collect invoices, receipts, and paperwork from staff/subs; organize for the bookkeeper.
- Track overdue documents and follow up with vendors/clients.
- Assist with onboarding new employees/subcontractors (collect forms, insurance, contracts)
- Collect employee timesheets, vacation requests, and payroll-related inputs, and provide them to the bookkeeper for processing
- Maintain organized digital filing systems for financial and project records.
- Manage and maintain company wide password documentation and online account access for ownership, ensuring secure storage and regular updates
- Coordinate with Bookkeeper, Sales Manager, and DOO to prepare and update a weekly operations dashboard for ownership, summarizing key performance metrics such as new leads, sales, invoiced amounts, collections, GP%.
Reputation & Profile Support
- Monitor and respond to Google Reviews using company approved messaging
- Keep the company’s business profile updated with hours, contact info, and project photos.
- Coordinate with the DOO to support the collection of reviews from clients after project completion
Meeting Support
- Attend weekly Thursday meetings; take structured notes on sales, project updates, invoicing, scheduling, and action items
- Distribute meeting summaries to the team and provide key updates to ownership if not present.
Marketing & Events Support
- Coordinate print materials and marketing collateral as needed
- Assist with preparing for home shows, presentations and other promotional events
- Help organize team events and company functions
Calendar & Reminder Support
- Maintain a shared calendar for company-wide items (permits, inspections, WSIB, vacation days).
- Coordinate and schedule company meetings and events, including;
- Weekly/monthly team meetings
- Monthly and quarterly reviews
- Employee performance and wage review meetings
- Training sessions and onboarding checkins
- Marketing and project coordination meetings
- Team Events
- Homeshows
- Schedule and remind staff of key deadlines, events, and internal milestones (e.g. Reporting deadlines, team events, safety reviews)
- Coordinate with the sales manager and DOO to track vacation requests for each employee, including the DOO and Sales Manager, and relay to ownership
- Send reminders to staff/subs about upcoming deadlines or required submissions
**Must Haves**
- 3+ years in an office manager/admin role (construction or service industry preferred).
- Excellent written and verbal communication skills.
- Strong organization and attention to detail.
- Proficiency with Google Workspace, Mailchimp, Contractor Foreman (preferred).
- Comfortable balancing multiple requests and keeping communication clear.
**What We Offer**
- $40K-$60K annual salary + potential for benefits.
- Stable, growing company with 20+ years in business.
- Hybrid flexibility (office + remote).
- Direct collaboration with management and project teams.
Pay: $40,000.00-$60,000.00 per year
**Experience**:
- office manager/admin: 3 years (preferred)
Work Location: Hybrid remote in Markham, ON L3R 5B4
