Office Administrative Assistant

**Administrative Assistant Job Description**

Total HVAC’s team is growing If you are a committed, enthusiastic, problem-solving, and collaborative professional looking to contribute to a hard-working, professional, and knowledgeable team, this opportunity is for you.

**About us**:
Total HVAC has been a leader in the supply of commercial heating, ventilation, and air-conditioning equipment in Eastern Ontario for more than 25 years. We pride ourselves on giving our customers, be they contractors, consultants, or end-users a value-added experience from start to finish for all our products and solutions. We are known for our exceptional response time, system and equipment knowledge, and professionalism. It is our mission to make lives better by providing an unparalleled HVAC equipment purchasing experience and to be the most respected and admired HVAC employer and supplier in our market. Our core philosophies of teamwork, professionalism, and balance help create a great place to work and a great team that is enthusiastic to work with you on all your projects.

**Summary of the role**:
Reporting to the Chief Growth Officer and the Principals of the company, the Administrative Assistant is responsible for ensuring a smooth and organized output of various business functions and administrative duties.

**Duties and responsibilities include but are not limited to**:

- Participating and conducting detailed note-taking in weekly team meetings.
- Ensures the Total HVAC Inc. safety policy guidelines are followed.
- Office duties such as purchasing office supplies, completing forms and documentation, managing meeting agendas and other related duties.
- Marketing duties such as website maintenance, LinkedIn posts, marketing supplies, staff events and other related duties.
- Managing company budgets, accounting forecasts, expense reports and other related duties.
- Managing commission plans.
- Human Resources related duties such as vacation tracking, recruitment, benefits coordination, onboarding, health and safety, researching new legislations and other related duties.
- Updating spreadsheets and other essential information to maintain project documentation.
- Addressing all relevant issues with the appropriate correspondence in a professional manner.
- Invoicing is done in an accurate and timely manner, according to the payment terms.
- Updating job knowledge by participating in educational opportunities.
- Maintaining and improving quality results by following standards and recommending improved policies and procedures.
- Establishing and maintaining relationships with third parties/vendors, clients, and all stakeholders.
- Representing Total HVAC. in a professional and fair manner.
- Other duties deemed appropriate.

**Competency requirements**:

- Strong interpersonal and organizational skills
- Detail-oriented
- Adaptable to change and open-minded
- Customer focused
- Continuous learning
- Holds self and others accountable
- Problem-solving
- Teamwork and collaborative
- Values and respects others
- Excellent decision-making

**Educational requirements**:

- A degree or diploma in Business Administration or a related field is considered an asset.

**Work experience requirements**:

- 1-2 years of experience in a related field is considered an asset.

**Skills, abilities, and other requirements**:

- French/English bilingualism is an asset.
- Must possess strong verbal, written, analytical, and persuasive skills and the ability to communicate and interact with all levels of customers, employees, and management.
- Basic knowledge of QuickBooks is an asset.

**Proficient user of**:

- MS Office (Word, Excel, Outlook, PowerPoint, Teams)

**Perks and Benefits**
- Benefits plan
- RRSP matching program
- Parental top-up plan
- Cell phone allowance

**Status**: Full-time permanent

**Starting Salary Range**: $50,000-$55,000

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

**Salary**: $50,000.00-$55,000.00 per year

**Benefits**:

- Company events
- Dental care
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Ottawa, ON K2C 3P1: reliably commute or plan to relocate before starting work (required)

Work Location: In person