If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the GDI Ainsworth team today!
Job Summary:
Reporting to the VP Atlantic, the Branch Administrator plays a key role in supporting operational excellence by coordinating administrative activities, facilitating communication across departments, and helping optimize internal systems and processes.
Acting as a central point of coordination for the Atlantic Region, the Branch Administrator supports the flow of information and collaboration between branch operations, management, Head Office, field teams, customers, vendors, and external stakeholders. This role helps ensure efficient operations, consistent communication, process adherence, and a positive workplace culture by connecting teams, coordinating initiatives, and supporting administrative, HR, and financial processes.
Responsibilities:
- Oversee daily operations and administration for Atlantic branch offices across NS, NB, NL, and PEI.
- Serve as the primary liaison between the branch and Head Office for operational communications and issue resolution.
- Manage office facilities, security, vendors, maintenance, leases, and workspace requirements.
- Provide executive and administrative support to the Vice President and leadership team.
- Prepare reports, presentations, correspondence, and business documentation.
- Coordinate travel, meetings, events, accommodations, and branch functions.
- Lead and support the administrative team through coaching, training, and performance management.
- Act as the central communication hub for managers, office staff, technicians, and remote offices.
Coordinate employee onboarding activities, personnel changes, training logistics, and recruitment processes by serving as a liaison between branch employees, managers, and the HR and Talent Acquisition teams.
- Address employee concerns, facilitate conflict resolution, and promote a positive workplace culture.
Facilitate communication and coordination between branch operations and Finance regarding Accounts Payable, Accounts Receivable, payroll submissions, budgeting processes, expense reporting, and required approvals.
- Manage Purchasing Card (P-Card) administration, reconciliations, and reporting.
- Oversee branch expenses, leases, utilities, deposits, vendor payments, and cost transfers.
- Support fleet administration, vehicle records, fuel card management, and fleet-related coordination.
- Monitor inventory, supplies, tools, equipment, and warehouse support activities.
- Develop, implement, and continuously improve branch procedures, systems, and operational processes.
- Manage records, filing systems, contract documentation, and compliance requirements.
- Coordinate with customers, vendors, unions, training providers, associations, and external stakeholders.
- Support Health & Safety, Quality Assurance, licensing, insurance certificates, and regulatory compliance activities.
- Create and distribute announcements, newsletters, training resources, and operational communications.
- Coordinate employee recognition programs, service awards, engagement initiatives, and social committee activities.
Act as a central point of coordination and administrative support for Sales, Marketing, Estimating, Project Management, Service, Finance, and Operations teams, helping ensure effective communication and alignment across functions.
- Assist with tender websites, business licences, travel bookings, shipping, courier services, and procurement activities.
- Identify operational issues, recommend improvements, and lead continuous improvement initiatives.
- Perform special projects and additional duties as assigned by management.
Qualifications:
- College Diploma or certification or combination of relevant training courses
- Minimum 3 years’ office administration experience and 2 years in people management
- Experience in the HVAC/Plumbing industry considered an asset
- Computer skills required – Intermediate knowledge of Word, Excel, Outlook, PowerPoint
- Typing skills min. 50WPM
- Excellent verbal and written communications skills
- Strong administration and record-keeping skills
- Basic accounting/business math skills
- Data entry skills
- Strong organizational and interpersonal skills; self-motivated, self-sufficient and discreet
- Good sense of team spirit
Why work at GDI Ainsworth?
GDI Ainsworth is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following:
Benefits: Comprehensive health, dental and medical benefits, including wellness supports and generous vacation
Rewards: Service milestones and peer recognition plus Employee Discounts and Incentives
Flexibility: Hybrid working models, where applicable
Diversity: An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company
While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.
GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.
GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.
