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Office Manager

3 weeks ago

Kingston ON KM N, Canada DEDICATED ENVIRONMENTAL Full time

Dedicated Environmental Services is hiring an Office Manager/Scheduling Supervisor to contribute to the smooth operation of our daily activities. The successful candidate will play a key role in coordinating field crews, managing customer interactions, and ensuring all administrative tasks are completed accurately and on schedule.

Key Responsibilities

Scheduling & Customer Coordination

  • Respond to incoming phone calls and emails in a timely and professional manner
  • Address customer inquiries and coordinate job requests
  • Schedule daily and upcoming jobs, assigning appropriate personnel, vehicles, and equipment
  • Monitor job progress throughout the day and adjust schedules when delays or urgent requests arise
  • Communicate job details clearly with field staff to maintain efficient operations

Administrative & Office Management

  • Create and process customer invoices in Jobber using employee Time & Material sheets
  • Assist with collections or follow-up on overdue invoices
  • Enter and track invoices from subcontractors, suppliers, and vendors
  • Review and enter employee timesheets and assist with payroll preparation
  • Reconcile credit card statements and bank accounts
  • Maintain accurate records, files, and documentation. Ensure employee certifications, and training records up to date
  • Provide general office support and assist management as required

Qualifications

  • Strong communication and interpersonal skills
  • Exceptional organizational and time-management abilities
  • Ability to work effectively in a dynamic, fast-paced environment
  • Experience in scheduling, invoicing, or office administration preferred
  • Proficiency with Jobber or similar service/operations software considered an asset
  • High attention to detail and accuracy

What We Offer

  • Full-time, year-round employment (7:00 AM – 5:00 PM)
  • Comprehensive Benefits Package

Job Type: Full-time

Pay: $22.00-$26.00 per hour

Benefits:

  • Dental care
  • Extended health care
  • Life insurance
  • On-site parking

Work Location: In person