Office Administrator - Part Time
Reports To:
Manager, Administrative Operations & Project Support
Director of Operations
Job Type: Hourly, Part-Time, Monday–Friday, 8:00 AM–12:00 PM, with the possibility of transitioning to a full-time position.
Pay Rate: $19-$25
Purpose of the Job
The Office Administrator provides administrative support to the Admin & Project Support Manager to ensure the timely, accurate, and efficient completion of routine operational tasks. The role also acts as an assistant to the Director of Operations, providing day-to-day administrative and organizational support.
Duties and Responsibilities
Administration & Client Support
- Act as a first point of contact for incoming calls, emails, visitors, and client requests, providing prompt and professional assistance.
- Receive requests for quotations, work orders, service calls, and other client inquiries, and communicate them to the appropriate manager.
- Prepare, proofread, and distribute correspondence, reports, forms, meeting materials, and other documents.
- Schedule meetings, training sessions, appointments, site meetings, and internal events.
- Maintain organized digital and physical records, client files, databases, CRM records, and operational documentation.
- Perform accurate data entry and assist with client, billing, financial, and operational activities.
- Coordinate calendars, appointments, meetings, and related administrative communications.
- Handle confidential client and employee information in accordance with company policies and privacy requirements.
- Act as an assistant to the Director of Operations, providing day-to-day administrative and organizational support.
Project & Workflow Support
- Update and track jobs and workflows in Jobber, Monday.com, and other company systems.
- Provide administrative support to the Director of Operations and Admin & Project Support Manager with scheduling and scope identification.
- Assist with preparing project status updates, reports, handover documents, and other project documentation for management review.
- Document accurate estimating files, project folders, and related paperwork.
- Order utility locates through Ontario One Call or private locating services, as required.
- Communicate with suppliers, general contractors, subcontractors, and internal teams to support office and operations managers.
Vendor & Subcontractor Coordination
- Verify required compliance documentation, including WSIB, Certificates of Insurance (COIs), SOPs, and applicable union requirements.
- Process and verify vendor invoices against purchase orders, time-and-material records, and other supporting documentation.
Procurement & Billing Support
- Assist with purchasing and maintaining accurate records of orders, costs, invoices, and related documentation.
Systems & Records Management
- Maintain accurate information across company and client platforms, including, but not limited to, Google Workspace, Jobber, Monday.com, SiteDocs, Oracle, and Avetta.
- Organize and maintain records to ensure information is accurate, accessible, and compliant with company record-keeping requirements.
- Perform other administrative duties as assigned.
Requirements
- A high school diploma is required. College and university students are encouraged to apply.
- Experience working in an office environment is considered an asset.
- Ability to learn and utilize software applications and computerized systems.
- Reliability, teamwork, communication skills, and a positive attitude are essential.
Pay: $19.00-$25.00 per hour
Expected hours: 20.0 – 30.0 per week
Benefits:
- Flexible schedule
- On-site parking
Work Location: In person
