JOB DESCRIPTION
Office Administrator
Overview
Our Sudbury office is currently looking to expand our team by adding a dedicated Office Administrator to assist in branch operations. In this position, the successful candidate will work in many aspects of the daily operations, serving as a strategic operational liaison between the General Manager and the office staff.
This key role drives administrative excellence by providing high-level support to leadership, training office staff, facilitating end-to-end employee onboarding process, and assisting new and current Nutri-Lawn customers.
Additionally, the Office Administrator will be responsible for reviewing day to day financials, payroll submissions, accounts receivables, compliance records, and maintaining database accuracy. The successful candidate will require excellent communication skills, the ability to problem solve, and a knack for thriving in a fast-paced environment. Ideally, we are looking for someone who can grow with us as a company and is looking for a long-term career.
Responsibilities
Customer Service & Communication
- Manage large volumes of daily incoming emails.
- Answer phone and email inquiries in a professional and courteous manner.
- Ensure high levels of customer satisfaction through excellent service.
- Identify and assess customers’ needs to achieve total satisfaction.
- Build sustainable relationships and trust with customer accounts through open, interactive communication.
- Provide accurate, valid, and complete information using the right methods and tools.
- Handle customer complaints, provide appropriate solutions or alternatives within time limits, and follow up to ensure resolution.
- Respond to customer voice messages immediately.
- Go the extra mile to engage, delight, and retain customers.
- Execute and manage targeted email marketing campaigns.
Office Administration & Team Leadership
- Manage, support, and train the office staff.
- Provide comprehensive, high-level administrative support to the General Manager, and Owner.
- Follow all established communication procedures, guidelines, and corporate policies.
- Perform high-accuracy data entry, scanning, and linking of documents to customer accounts.
- Keep detailed records of customer interactions, process customer accounts, and file documents.
- Standardize and maintain master templates for contracts, invoices, and service proposals, ensuring all documents are fully audited and ready for immediate team deployment.
- Maintain compliance documentation, ensuring certificates, insurance, and forms are up to date.
Human Resources & Employee Onboarding
- Facilitate the end-to-end employee onboarding process for new team members.
- Prepare welcome kits, company handbooks, and standard operating procedures for new hires.
- Coordinate IT setup for new employees, including email creation, software provisioning, and hardware deployment.
- Collect and audit required HR paperwork, including tax forms, banking details, and signed employment agreements.
- Schedule and lead orientation sessions, introducing new hires to team workflows and company culture.
- Deliver core system training, teaching new hires to navigate our internal software.
Financial & Payroll Administration
- Effectively utilize lawn care software (Service Assistant) functionality, maintaining the staff database with a high level of accuracy.
- Track employee hours, reviewing weekly timesheets for accuracy.
- Calculate payroll variables, bonuses, and commissions.
- Compile and format payroll summaries into a clean master file for final submission.
- Enter and properly allocate customer pre-payments.
- Process, post, and reconcile credit card payments and cheque deposits.
- Make required adjustments.
- Manage Accounts Receivable (AR), actively contacting customers with balances outstanding over 60 days.
- Manage subcontractor invoices to ensure prompt payment and guarantee that accurate invoicing amounts are passed along to customers.
- Issue accurate, timely invoices and monthly account statements.
- Ensure supplier and inventory receipts are collected, checked for accuracy, and formally added to inventory tracking.
Competencies
- Acting with Integrity
- Customer Service Excellence
- Team Training and Development
- Supporting Coworkers
- Working with Financial Information
- Prioritizing and Organizing Work
- Sound Decision Making and Discretion
- Communicating Effectively
- Exceptional Time Management
- Data Entry with a High Accuracy
- Utilizing Feedback and Accepting Direction
- Conflict Resolution and De-escalation
- Delivering High-Quality Work
- Following Policies and Procedures
Experience/Education
- Familiarity with CRM systems and practices
- 2 years experience as an Office Administrator.
- Excellent time management skills
- Computer literacy, including effective working skills of MS Word, Excel, PowerPoint, and e-mail required.
- Proven customer support experience or experience as a client service representative
- Strong phone contact handling skills and active listening
- High School Degree
Expectations
- Contribute to a positive work environment, respect, and encourage co-workers, and help drive the company forward.
- Must be a highly motivated, service and team-oriented individual with an attention to detail.
- The ability to work in a fast-paced environment.
- Ability to adapt/respond to different types of situations.
- Ability to adapt smoothly to shifting workplace priorities.
- Flexible availability is required.
- Demonstrate consistent punctuality and reliability in the workplace.
- Take accountability, for all assigned tasks and responsibilities.
- Able to deal with people (customers & co-workers) sensitively, tactfully, diplomatically, and professionally.
Breakdown of Responsibilities
Administration 50%
Customer Interaction 20%
Sales 10%
Training/Coaching 5%
Supervisory 15%
Pay: $21.00-$23.00 per hour
Expected hours: 35.0 – 45.0 per week
Benefits:
- Casual dress
- Extended health care
- On-site parking
- Paid time off
Application question(s):
- Do you currently reside in Sudbury?
Education:
- Secondary School (preferred)
Experience:
- Office: 1 year (preferred)
Work Location: In person
