Office Manager, Administrative

Job description
O’Dell HVAC Group is a well-established heating, ventilating, and air conditioning (HVAC) equipment representative that works across Ontario with engineers, building owners, mechanical and sheet metal contractors in both commercial and industrial settings.

Core Focus, Vision & Culture:
At O’Dell HVAC Group our purpose and passion is to build trusted relationships and deliver value focused HVAC solutions.

Our vision is to become the premier HVAC solutions provider across Canada by shaping the industry through innovative solutions and a customer-first approach.-

Our success is fueled by our people. We offer our employees a work environment that reflects our core values and motivates employees to be their best. We want to mentor and train our employees to help their career growth and we have a family atmosphere that is supportive and centered around teamwork and collaboration.

Our commitment to Diversity, Equity, and Inclusion:
We embrace diversity, equity, and inclusion and know that it drives innovation and better positions us for success in the future.
• This job is based out of our Waterloo, ON location (612 Colby Drive, Waterloo, ON).
It is a permanent, full time role. Hours of work are Monday to Friday, 8am - 5pm (includes a one hour unpaid lunch).

What you’ll be doing:
The Office Manager, Administrative role is fully responsible for managing and conducting the day-to-day office and reception duties. In addition to developing, providing, and maintaining strong professional customer services relationships with our customers and vendors while conducting continuously administration support within a team environment. You will also be:

Accurate parts quotes and order processing
Accurate filing of packing slips
General office upkeep
Reception & general admin
The first point of contact for all incoming inquiries by phone, email, and in-person.
Triage emails and phone calls to appropriate department / person
Managing the ordering process from beginning to end, including generating orders, purchase orders, fulfillments and packing slips using our in-house program (Netsuite)
Ordering office supplies / inventory
Organize luncheons / other events, as needed
Providing additional administration support for the sales teams and other duties as required.
Greet customers and visitors
Schedule meetings and appointments, as needed.
Take meeting minute notes
Make reservations and travel arrangements
Organize staff events
Train staff how to use company software
Help to establish and maintain office procedures
Assist with preparing presentations and reports
Other duties as assigned.

Who you are:
High school diploma is a minimum
Have a valid “G” driver’s licence & willingness to travel
Ability to maintain a high degree of discretion and confidentiality
Ability to balance competing priorities
Attention to detail, strong organizational skills & time management skills admin
Excellent written and verbal communication skills
Takes initiative and is a reliable team player
Strong problem solving skills
Strong knowledge in Microsoft Office (Powerpoint, Excel, Word)
Quick learner

Why work at O’Dell HVAC Group:
Competitive wages based on experience
Complete Benefits package
RRSP employee contribution plan
Profit sharing based on O’Dell performance
Company sponsored professional affiliations (OACETT, CPSA, ASHRAE etc.)
Professional development: we strongly value training & development and career growth opportunities for our employees
Summer Fridays -in the summer we take Friday afternoons off!
We do a paid company-wide shutdown during the holiday season to enjoy extra time off
Hybrid work – we offer a flexible work environment that allows you to work both in the office and at home

Accommodation
Your accessibility is important to us. In accordance with AODA and the Ontario Human Rights Code, O’Dell HVAC Group will provide accommodations to applicants with disabilities throughout the entire recruitment process. Please inform us of the nature of any accommodation(s) that you may require.