Office Administrator

2 days ago

Nanaimo BC VT N, Canada Strain Landscapes Ltd Full time $52,000 - $72,000 per year

About the Role

Strain Landscapes Ltd. is a family-owned and locally run business since 1996. Located in Nanaimo, BC, we service Central Vancouver Island. Our company is made up of hardworking, skilled, and detail-oriented professionals; each member contributes diverse areas of expertise to our team.

We are looking for an experienced Office Administrator with exceptional organizational and communication skills. The ideal candidate is proactive, efficient, and skilled at anticipating needs. In this role, you'll help keep day-to-day operations running smoothly across billing, customer support, administration, and vendor relations. You bring structure, consistency, and positivity to a collaborative workplace and build strong relationships with both coworkers and clients.

Key Responsibilities

Administrative Support

  • Answer and direct phone calls in a professional and friendly manner
  • Maintain office organization, supplies, and equipment
  • Coordinate scheduling and assist the operations team with project timelines
  • Organize and file receipts, contracts, and project documentation
  • Manage and update databases (customer contacts, billing records, project progress)
  • Support with seasonal recruitment, new employee onboarding and orientation

Billing & Reporting

  • Prepare and send invoices, estimates, and accounts receivable statements
  • Track and record internal and project-related expenses
  • Maintain accurate and up-to-date financial and project documentation
  • Support with payroll administration
  • Generate basic operational, financial, or sales reports for management

Customer Support & Order Processing

  • Respond promptly to customer inquiries via phone and email
  • Enter and track customer orders and follow up on order status
  • Coordinate with operations to monitor inventory and reorder supplies as needed

Vendor & Marketing Support

  • Communicate with vendors and service providers regarding office and operational needs
  • Assist with marketing tasks such as printing materials, scheduling social media posts, and supporting customer communication campaigns

Qualifications

  • 2+ years of administrative or office coordination experience
  • Excellent organizational and multitasking skills with strong attention to detail
  • Proven ability to troubleshoot and resolve issues independently
  • Outstanding written and verbal communication skills
  • Proficient in Microsoft Office Suite and Google Workspace
  • Experience with QuickBooks Invoicing & Workforce and Dext is an asset

What We Offer

  • Competitive pay: $25–$30 per hour, depending on experience
  • Time off: 2 weeks of paid vacation, annual Christmas office closure, and 5 paid sick days per year
  • Employee benefits: Health spending account
  • Supportive culture: Friendly, collaborative team that values initiative, reliability, and open communication
  • Growth opportunities: Room to expand your responsibilities and grow your career as the company continues to evolve

Schedule

  • Monday to Friday
  • 8am-4pm, Monday-Friday, March 1st-Nov 30th
  • 9am-3pm, Mon-Friday Nov 30th-March 1st

Job Type: Full-time

Pay: $25.00-$30.00 per hour

Expected hours: No more than 40 per week

Benefits:

  • Extended health care
  • Paid time off

Ability to commute/relocate:

  • Nanaimo, BC V9T 5N2: reliably commute or plan to relocate before starting work (required)

Experience:

  • office administration or coordination: 2 years (preferred)

Work Location: In person

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