We are seeking a highly organized, detail-oriented, and proactive Office Administrator to join our team. The ideal candidate is a strong communicator with solid accounting and administrative experience, capable of multitasking effectively while maintaining consistency, accuracy, and professionalism in a fast-paced office environment.
This role is essential in supporting daily office operations, financial administration, document management, and client communications.
Key Responsibilities
General Office Administration
- Manage day-to-day administrative operations and office support tasks
- Answer and direct phone calls with professionalism and strong phone etiquette
- Respond to emails and inquiries in a timely and accurate manner
- Support employee onboarding, including the collection of all required documentation.
- Maintain organized digital and physical filing systems
Accounting & Financial Support
- Assist with accounts payable, including processing invoices, verifying accuracy of billing details, preparing payments, and maintaining organized and up-to-date vendor records.
- Assist with accounts receivable, including preparing and issuing invoices, monitoring outstanding balances, following up on overdue accounts, supporting collections efforts, and maintaining accurate customer payment records and account reconciliations.
- Perform account reconciliations, ensuring accuracy between financial records and statements by identifying discrepancies, investigating variances, and maintaining up-to-date, balanced accounts.
- Perform data entry with a high level of accuracy and attention to detail
- Assist with GST returns, PD7A filings, and other government-related submissions
- Work within QuickBooks Online (QBO) for bookkeeping support and record maintenance
Document & Systems Management
- Create, format, and maintain spreadsheets, templates, reports, and office documents
- Manage Google Drive file organization and shared document systems
- Support document scanning, duplication, filing, and preparation of booklets or reports
- Maintain consistent and accurate record-keeping across all systems
Team & Customer Support
- Provide professional customer service and assist in resolving client inquiries
- Collaborate with internal team members to ensure smooth workflow and completion of tasks
- Assist with additional administrative duties as required
Qualifications & Skills
- 2–5 years of administrative experience preferred (construction office experience considered a strong asset)
- Hands-on experience with QuickBooks Online (QBO) and Google Drive, including confident day-to-day use for bookkeeping, document management, and workflow organization.
- Strong proficiency in Microsoft Office (Word, Excel, Outlook)
- Experience using Fieldwire, SiteDocs and Asana is considered a strong asset.
- Strong data entry skills with excellent attention to detail
- Highly organized with the ability to manage multiple priorities independently
- Strong verbal and written communication skills
- Quick learner with a willingness to be trained and adapt to new systems
- Comfortable working in a fast-paced, deadline-driven environment
- Knowledge of payroll processes, reconciliations, and reporting is considered an asset
What We’re Looking For
- A dependable, self-motivated team player
- Someone who takes initiative and ownership of their work
- A professional who values accuracy, confidentiality, and efficiency
- A positive attitude and strong problem-solving skills
Position Details
- Job Type: Full-time (40 hours per week)
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Vision care
Work Location: In person
