Job Summary
Pro Office Service is an independently owned leader in furniture installation and workplace solutions, with hubs in Toronto, Ottawa, and Vancouver. We act as an extension of our clients’ teams — and we hold ourselves to the same standard internally.
We are seeking a highly organized and detail-oriented Operations Administrator to support our daily installation operations, reporting, payroll coordination, and job costing activities in addition to daily administration activities.
This role is critical in ensuring data accuracy, timely reporting, and smooth coordination between office, field teams, and subcontractors. The ideal candidate thrives in a fast-paced environment and is proactive in following up and resolving discrepancies. If you take pride in follow-through and thrive when things are not running exactly right, we’d love to hear from you.
Key Responsibilities
Reporting & Daily Operations
- Download, review, and distribute daily installation reports; follow up on missing information and gaps
- Review reports for additional charges such as stair carry, scope gaps, and site access issues
- Follow up with installers and subcontractors for outstanding reports and hours
Time Tracking & Payroll
- Review daily TSheets entries against scheduled work; correct job coding and missed clock-outs
- Apply payroll rules and prepare biweekly payroll reports with processing notes
Job Costing
- Update job costing including labour hours, subcontractor hours, and invoices; track and ensure all costs are captured accurately
- Identify and flag cost discrepancies that may impact job profitability
General Administration
- Generate work orders, prepare and print installation packages, manage office supplies, and coordinate service requests (copier maintenance etc.)
- Monitor and maintain installer compliance documentation including WHMIS, Working at Heights, 4-Step Training, and installation certifications; track subcontractor insurance and WSIB requirements
- Manage and reconcile petty cash; process and submit expense reports on behalf of field installers
- Coordinate security clearances for installers as required by project sites
- Manage the company Telus account and vehicle insurance, including adding and removing personnel as required
- Assist the Operations Manager with sales orders and support the invoicing process
What You Bring
- Experience in an administrative, operations, or coordination role
- Strong attention to detail with the ability to manage multiple priorities under deadline
- Clear written and verbal communication skills and a consistent practice of following up
- Proficiency in Microsoft Office — Excel, Outlook, and Teams; aptitude and willingness to learn additional software as required
- Experience with TSheets or similar time-tracking tools is an asset; Jotform familiarity a bonus
How to Apply
Please send your resume to [email protected] and [email protected]. We thank all applicants for their interest; only those selected for an interview will be contacted.
Pay: Up to $60,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
