Office Administrator

**Job Summary**

**Objectives**

You will actively participate in the administration of high-end residential construction projects, through interaction with our customers, our trade partners, and our internal team. Your position is extremely important, as you become a central point of contact within Administration. The success of Millennial Contracting Inc. relies critically on your ability to meet our Vision and Core Values.

**Position Requirements**
- Sales, construction, and marketing support (your role is important to the overall success of the various teams)
- Excellent listening and communication skills (verbal and written)
- Database entry and management
- Organization of workplace documents (both electronic and paper)
- The ability to recognize sales and marketing opportunities
- Solid computer technical skills
- Working knowledge of MS Word, MS Excel, QuickBooks Online
- Reliable transportation
- Knowledge of general office procedures
- Ability to represent and promote self and company in a professional and knowledgeable manner
- Foster and promote company culture
- Ability and willingness to teach others
- Basic knowledge of construction, techniques, and processes
- High school education minimum, college education is preferred but not required
- Personable, charismatic, good with people
- Organized, efficient, and detail-oriented
- Willingness to attend continuing education and/or training courses

**Specific Responsibilities**
- First point of contact for a new lead and/or client
- Management and organization of lead intake and lead screening by following company policies and procedures
- Contribute to overall administration efforts by performing various administrative duties as assigned by management
- Participate in staff meetings and prepare and distribute minutes
- Facilitate and aid the sales and construction team using information from attending regular meetings and reviewing job reports and notes
- Schedule and prepare sales meetings for sales staff
- Manage accounts payable and receivable using Quickbooks Online and following company policies and procedures
- Maintain customer and supplier databases in QuickBooks Online and in possible future database software
- Responsible for managing and maintaining all correspondence of the main company phone line 613-897-1850
- Administer and be the main point of contact for all cellular phones
- Administer and be the main point of contact for internet service
- Administer and be the main point of contact for all Millennial employees’ Visa cards and Home Depot credit cards
- Liaise with our external IT contact regarding all hardware and software IT issues
- Responsible for office equipment maintenance
- Responsible for managing and reordering office supplies
- Manage vehicle files, including monthly collection of reports, invoices, mileage and receipts
- Maintain clothing inventory and staff requests, order as needed
- Assist in the posting of job opening ads to online platforms
- Assist in the assembly of sales and warranty packages
- Assist in the preparation of project notices
- Prepare thank you cards, letters, documents as required
- Produce written policies and procedures as needed
- Maintain project file cabinets and storage
- Support paperwork needs of the company
- Printing and distribution of file documents as required
- Copy, scan and fax documents including timesheets, inspections, etc. as required
- Liase with our external bookkeeper regarding any and all bookkeeping related issues
- Administer client surveys
- Prepare Christmas card lists and prepare cards for signing and distribution

We are excited to welcome a dedicated Office Administrator who can contribute positively to our team dynamics while enhancing our operational efficiency.

Pay: $20.00-$25.00 per hour

Expected hours: 35 - 44 per week

**Education**:

- Secondary School (preferred)

**Experience**:

- QuickBooks: 1 year (preferred)
- Office management: 1 year (preferred)

**Language**:

- English (required)
- French (preferred)

Work Location: In person