Office Administrator / Operations CoordinatorVoltSEQ Electrical Inc. — Cranbrook, BC
VoltSEQ Electrical Inc. is a growing electrical contracting company based in Cranbrook, BC. We work across residential, commercial, and industrial electrical projects, and we are looking for an organized, reliable, and proactive Office Administrator / Operations Coordinator to help keep our office, scheduling, payroll, invoicing, and daily operations running smoothly.
This role is ideal for someone who enjoys creating order, following up on details, communicating professionally, and helping a busy trades company stay organized.
Position Summary
The Office Administrator / Operations Coordinator will support the owner, field team, bookkeeper, and customers by managing daily office tasks, helping with scheduling, following up on invoicing, preparing payroll, tracking non-billable time, and helping introduce better procedures as the company grows.
This is not just a reception role. We are looking for someone who can take ownership of admin tasks, keep things moving, and help improve how the business runs day to day.
Key ResponsibilitiesOffice Administration
- Manage email, phone, and admin task follow-up.
- Enter and update customer, job, and scheduling information in Jobber.
- Keep job files organized with notes, photos, purchase orders, supplier invoices, and customer communication.
- Help maintain office systems, forms, checklists, and procedures.
- Keep important information organized and easy to find.
Scheduling Support
- Work with the owner to help manage the schedule.
- Confirm jobs with customers.
- Communicate schedule changes to customers and field staff.
- Help make sure jobs are properly set up before crews arrive.
- Track upcoming work, open jobs, and jobs waiting on approvals or materials.
Payroll and Time Tracking
- Review employee time entries.
- Help prepare payroll accurately and on time.
- Track standby time, shop time, wasted time, and other non-billable time.
- Follow up with field staff when time entries or job notes are missing.
- Provide reporting on labour time that is not being billed.
Invoicing and Accounts Receivable Support
- Review completed jobs and help prepare them for invoicing.
- Follow up on missing job information before invoicing.
- Track invoices that have been sent, unpaid, or overdue.
- Follow up with customers on outstanding invoices.
- Help reduce delays between job completion and billing.
Bookkeeper Communication
- Act as the main point of contact for routine communication with the bookkeeper.
- Collect and send receipts, supplier invoices, payroll details, and other requested information.
- Track outstanding bookkeeping questions and follow up as needed.
- Escalate accounting or financial questions to the owner when required.
Process Improvement
- Help introduce and maintain new office procedures.
- Identify repeated issues that slow the company down.
- Help create simple systems for scheduling, payroll, invoicing, job closeout, and communication.
- Support the team in following procedures consistently.
Regular Reporting
The successful candidate will help prepare reporting covering:
- Jobs completed and ready to invoice.
- Jobs missing information before invoicing.
- Outstanding invoices requiring follow-up.
- Standby time, shop time, and wasted/non-billable time.
- Payroll issues or corrections.
- Bookkeeper questions or missing documents.
- Upcoming scheduling concerns.
- Customer or admin issues needing attention.
Skills and Qualifications Required
- Strong organization and follow-up skills.
- Clear and professional communication.
- Comfortable using computers, email, calendars, and office software.
- Ability to handle multiple tasks and changing priorities.
- Strong attention to detail.
- Able to work independently and ask good questions when needed.
- Professional attitude with customers, staff, suppliers, and bookkeepers.
- Reliable, punctual, and trustworthy.
Preferred
- Experience in an electrical, construction, trades, or service business.
- Experience with Jobber, QuickBooks Online, CompanyCam, or similar software.
- Experience with payroll preparation.
- Experience with invoicing or accounts receivable follow-up.
- Understanding of purchase orders, supplier invoices, work orders, and job costing.
The Right Fit
We are looking for someone who:
- Takes ownership instead of waiting to be chased.
- Keeps things organized and current.
- Communicates early when something is missing or unclear.
- Can handle customers and staff professionally.
- Enjoys improving systems and making processes smoother.
- Is comfortable working in a growing company where procedures are being developed.
- Can help reduce the owner’s admin workload and keep the business moving.
Schedule
- Part-time position.
- 3 days per week.
- Adjustable/flexible schedule for the right candidate.
- Daytime weekday hours.
- In-office position in Cranbrook, BC.
- Exact days and hours can be discussed during the hiring process.
Compensation
Wage will depend on experience.
Please include your expected wage range when applying.
How to Apply
Please submit your resume and a short message explaining why you think you would be a good fit for this role.
Experience in the trades or construction industry is an asset, but attitude, organization, reliability, and willingness to learn are the most important qualities.
Pay: $23.00-$30.00 per hour
Benefits:
Work Location: Hybrid remote in Cranbrook, BC V1C 4X8
