JOB SUMMARY

We are seeking a detail-oriented and organized Office & Administrator manager to join our team. Reporting directly to the President and Operations Manager, this is a pivotal role with broad responsibilities spanning office administration, client communications, scheduling, and internal operations. You’ll serve as a key hub of coordination between field crews, clients, vendors, and industry partners, ensuring the day-to-day administrative operations run smoothly and professionally.

SKILLS

• Strong administrative skills with a focus on detail-oriented tasks
• Proven experience in office administration, operations coordination, or executive assistant-level roles
• Excellent clerical and communication skills (written and verbal); confident on the phone and over email
• Strong time management and multitasking skills
• High level of professionalism, attention to detail, and ability to prioritize
• Familiarity with office management software, Microsoft, excel sheets, and digital productivity tools
• Knowledge of budgeting principles to assist in financial planning
• Ability to problem-solve and make sound decisions quickly
• Experience with residential and commercial construction field is a strong asset but not required
  If you are a proactive individual with a passion for organization and administration, we encourage you to apply for this exciting opportunity.
  Job Types: Full-time, Fixed term contract
  Contract length: 3 months
  Pay: $17.20-$26.17 per hour
  Expected hours: 35 per week

Application question(s):

• Could you confirm if you are comfortable working fully in the office?

Language:

• French (preferred)
• Native Fluent English (required)

Location:

• Stittsville, ON K2S 1E7 (preferred)

Work Location: In perso

• Answers calls, emails, and schedules meetings
• Prepares and organizes project files and records
• Assists with document formatting, filing, and data entry
• Maintain HR and employee files
• Manage and submit company paperwork for insurance, compliance, regulatory filings, and membership renewals
• Manages accounts payable and receivable
• Follow up on outstanding invoices and overdue payments (Accounts Receivable)
• Outbound marketing and sales outreach to support lead generation; general administrative duties to implement promotional activities
• Oversees internal systems such as procurement, logistics, and scheduling
• Supports PMs in resolving operational challenges
• Recommends process improvements
• Manage communications with clients and vendors
• Schedule estimate appointments and conduct follow-ups
• Post-job customer satisfaction outreach
• Coordinate daily work schedules and job logistics
• Serve as the company’s liaison with industry associations and professional memberships
• Maintains office / studio supplies and equipment
• Coordinates material orders and supplier lead times
• Maintains up-to-date project calendars
• Coordinate studio samples & selection meetings
• Office management