Office Administrator

Job Summary
The Office Administrator will be responsible for ensuring the smooth operation of the office by managing schedules, handling correspondence, organizing documents, managing office supplies, and providing administrative support. This role requires excellent organizational skills, attention to detail, and the ability to multitask effectively.

Key Responsibilities:

Daily Duties:

· Answer phones, manage calls, and forward to answering service after hours.

· Submit vendor invoices, receipts, and expenditures to DEXT.

· Obtain signatures, approvals, PO# for sales orders in our operating system.

· Create and send invoices to customers, upload to QBO.

· Review and submit sales orders in open ticket and invoice.

· Submit invoices in various platforms (Pandell, SAP, Coupa, etc.).

· Address safety issues as they arise.

Ongoing and As Needed:

· Book vehicle repairs, update field team and calendar, track repairs.

· Process payments for invoices/bills not automatically paid.

· Send and update customers on OHC training, update calendar.

· Perform banking tasks and out-of-office errands.

· Update and create forms, general office duties.

· Book maintenance for office items, track repairs.

· Create load test certificates.

· Follow up with suppliers for missing bills/invoices.

· Create and send quarterly stats to relevant personnel.

· Interface with relevant personnel for ISN and Comply Works.

· Update Field QBO, reports, and follow-up.

· Fill out and send credit card consent forms.

· Process credit applications and references for suppliers.

· Review sales orders.

· Coordinate website reviews and request changes.

· Track safety tickets for team and book courses as needed.

· Request and provide copies of WCB, COI, and other clearances.

· Update TNC policy and procedures.

· Answer incoming breakdown calls and dispatch as needed.

· Track crane referrals.

· Create new customers in QBO.

· Assist with additional tasks from management.

· Clean up and reorganize files on the drive.

· File and organize safety documentation.

Weekly Duties:

· Follow up with customers for unpaid invoices, resend invoices, confirm payment dates.

· Follow up with team for missing receipts/documentation.

· Book hotel rooms for out-of-town work.

· Connect with bookkeeping personnel.

· Organize coverall shelf, ensure name tags and sizing are current.

· Keep office, lunch area, and board table tidy.

Monthly Duties:

· Ensure customer data is current on google calendar one month prior to inspection interval

· Send on-call calendar to after hours answering service, update as needed.

· Submit bills to DEXT (Telus, ATCO, UPS, Purolator, etc.).

· Process credit card payments for invoices, submit to DEXT and customers.

· Track personal days off, banked time, overtime, and regular time for employees.

· Take notes during staff and safety meetings, create minutes, upload to files, create action items list.

· Order and track supplies (log books, working documents, office supplies, shop supplies).

Yearly Duties:

· Renew vehicle registration and insurance, upload to drive, provide copies to drivers.

· Print and prepare team for inventory, follow up as needed.

· Enter inventory numbers, total, and send to relevant personnel.

· Start and complete inventory within specified time frame.

Required Skills:

· Office Administration: Proven experience in office administration or a similar role.

· Communication: Excellent verbal and written communication skills.

· Organization: Strong organizational skills with the ability to multitask and prioritize effectively.

· Attention to Detail: High level of accuracy and attention to detail.

· Technical Proficiency:

· Proficient in MS Office (Word, Excel, PowerPoint).

· Experience with SharePoint and Office 365.

· Familiarity with office management software such as QBO and DEXT.

· Problem-Solving: Ability to identify and resolve issues efficiently.

· Interpersonal Skills: Strong interpersonal skills to interact effectively with colleagues, customers, and suppliers.

· Time Management: Ability to manage time effectively and meet deadlines.

· Customer Service: Excellent customer service skills to handle inquiries and complaints.

· Adaptability: Flexibility to adapt to changing priorities and tasks.

If you are an enthusiastic individual who thrives in an administrative role and is eager to contribute to a positive office environment, we encourage you to apply for this exciting opportunity.

Education:

· High school diploma or equivalent; additional qualifications in office administration are a plus.

Job Type: Full-time

Pay: $22.00-$27.00 per hour

Expected hours: 40 per week

Benefits:

Casual dress
Company events
Dental care
Disability insurance
Extended health care
Flexible schedule
Mileage reimbursement
On-site parking
Paid time off
Tuition reimbursement
Wellness program
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Language:

English (preferred)
Work Location: In person