Office Administrator

2 weeks ago

Victoria, Canada Victoria Concrete Surfaces Limited Full time

**Job Description: Administrative Office Coordinator**

**Position Overview**:
The Administrative Office Coordinator is responsible for ensuring smooth daily operations through efficient administrative support, customer service management, accurate record-keeping, and assisting with financial tasks. The coordinator plays a key role in maintaining organization, processing job requests, managing vendor and customer communications, and providing support to the Owner and team members.

**Daily Responsibilities**:

- Check RingCentral app for messages and calls.
- Review Jobber platform for scheduling and assigning tasks to the Owner.
- Ensure all employee hours are correctly entered into Jobber, including detailed daily activity notes.
- Perform daily facility closure checks (heaters off, lights off, doors locked).

**Routine Tasks and Responsibilities**:
**Scheduling & Job Management**:

- Coordinate with the Owner and staff to manage efficient scheduling.
- Ensure job requests, quotes, jobs, and invoices in Jobber are accurate and current.
- Regularly update the Bookkeeper on completed jobs for accurate job costing.
- Monitor and update progress payments within Jobber.

**Financial Management**:

- Review and process receipts and invoices through Dext and Jobber, assigning them to correct projects and files.
- Manage and reconcile credit card charges from the Bookkeeper.
- Prepare and manage cheque payments, ensure proper authorization and accurate filing.
- Assist the Owner in reviewing overdue payables and statements from the Bookkeeper.

**Customer & Vendor Communication**:

- Assist customers with payment methods, including e-transfers, cheques, and PAD arrangements.
- Ensure customer and vendor communication is accurately relayed and documented for Owner review.

**Administrative Duties**:

- Maintain organized digital and physical filing systems using Dropbox and file cabinets.
- Ensure compliance with contract terms, reviewing for accuracy and required documentation.
- Facilitate courier pickups, notarization appointments, and management of insurance certificates.

**Additional Tasks**:

- Monitor and reorder office supplies such as printer toner.
- Support regular planning meetings and record actionable notes.

**Qualifications**:

- Strong organizational and communication skills.
- Proficiency in Microsoft Office, Dropbox, Jobber, QuickBooks, and Dext.
- Ability to manage multiple tasks and prioritize effectively.
- Excellent attention to detail and accuracy.
- Comfortable interacting with customers, vendors, and team members at all levels.

**Work Environment**:
This role operates primarily within an office setting, requiring regular use of a computer, phone, and standard office equipment. Occasional assistance with workshop or warehouse tasks may be required.

Health benefits after 3 months employment.

Pay: $22.00-$28.00 per hour

Expected hours: 40 per week

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- On-site parking

**Experience**:

- Administrative: 1 year (preferred)

**Language**:

- English (preferred)

Work Location: In person

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