Flexible Opportunity with a Growing Atlantic Canadian Company
Top Coat Protective Coatings Inc. (Top Coat Epoxy) is one of Atlantic Canada's fastest-growing epoxy flooring and concrete coatings companies, serving residential, commercial, and industrial customers throughout Nova Scotia, New Brunswick, and Prince Edward Island.
As our company continues to grow, we are seeking a highly organized, detail-oriented Office Administrator / Bookkeeper to become a key member of our team.
We recognize that exceptional candidates come from a variety of backgrounds and career stages. For the right individual, we are open to discussing a work arrangement that aligns with both the needs of the business and the strengths and availability of the successful candidate.
This position is ideal for someone who enjoys variety in their work, takes pride in accuracy and organization, and wants to play an important role in helping a growing business operate efficiently and professionally.
Position Summary
The Office Administrator / Bookkeeper is responsible for overseeing the company's bookkeeping, payroll, administrative functions, customer communications, and office operations. This role serves as the administrative hub of the business and provides direct support to the Owner and management team by helping manage priorities, maintain organization, and ensure day-to-day business functions operate smoothly and efficiently.
The successful candidate will be organized, professional, dependable, and capable of managing multiple responsibilities while maintaining a high degree of accuracy, discretion, and confidentiality.
Key ResponsibilitiesBookkeeping & Financial Administration
- Manage accounts receivable and collections
- Prepare and issue customer invoices
- Process supplier invoices and accounts payable
- Reconcile bank and credit card statements
- Maintain accurate financial records and filing systems
- Process and administer company payroll
- Maintain payroll records and employee documentation
- Track deposits, customer payments, and project billing
- Prepare monthly financial reports and summaries for management
- Assist external accountants with month-end and year-end requirements
- Maintain GST/HST records and supporting documentation
- Monitor cash flow and assist with financial tracking and reporting
Administrative & Management Support
- Provide administrative support to the Owner and management team
- Manage calendars, appointments, meetings, and business correspondence
- Prepare reports, presentations, letters, and business documents
- Coordinate meetings, travel arrangements, and special projects as required
- Track action items, deadlines, and follow-up activities
- Maintain confidential company and employee information
- Support the implementation of company systems, procedures, and initiatives
Office Administration
- Answer incoming phone calls and respond to email inquiries
- Manage office correspondence and documentation
- Maintain digital and paper filing systems
- Order office supplies and coordinate office requirements
- Support company policies, procedures, and record keeping
- Assist with various administrative projects as required
Customer Service & Sales Support
- Assist customers with inquiries and scheduling requests
- Create and maintain customer files and records
- Support the sales team with administrative tasks and quote preparation
- Process customer deposits and payment confirmations
- Coordinate project scheduling between customers and operations teams
- Ensure all customer information and project records remain accurate and up to date
Operations Support
- Assist with job scheduling and crew coordination
- Maintain employee records and onboarding documentation
- Support inventory tracking and purchasing activities
- Assist with vehicle, equipment, insurance, and licensing records
- Help ensure administrative processes support efficient field operations
Qualifications & ExperienceRequired
- Minimum three years of experience in office administration, bookkeeping, business administration, accounting support, or a similar role. Equivalent education, training, and relevant experience will also be considered.
- Strong organizational and time management skills
- Excellent written and verbal communication abilities
- High attention to detail and accuracy
- Ability to manage multiple priorities and work independently
- Strong computer skills, including Microsoft Office (Excel, Word, Outlook)
- Professional, positive, and customer-focused attitude
Assets & Preferred Qualifications
- Experience with payroll administration
- Experience with bookkeeping and financial record keeping
- Experience with QuickBooks Online or other accounting software
- Experience in construction, trades, contracting, or service-based businesses
- Experience with Jobber or similar CRM/project management software
- Post-secondary education in Accounting, Bookkeeping, Office Administration, Business Administration, or a related field
Personal Attributes
The ideal candidate will be:
- Highly organized and dependable
- Detail-oriented and accurate
- Professional, trustworthy, and discreet
- Positive and team-oriented
- Comfortable working in a growing entrepreneurial business
- Proactive, resourceful, and willing to take ownership of responsibilities
- Someone who enjoys helping keep a business organized, efficient, and moving forward
Compensation & Work Arrangement
- Competitive compensation based on experience, qualifications, and the scope of the role
- Flexible work arrangement for the right candidate
- Health Benefits
- Paid vacation
- Professional development opportunities
- Supportive and collaborative team environment
- Opportunity for growth and advancement as the company continues to expand
Why Join Top Coat?
This is an opportunity to join Top Coat Protective Coatings Inc., a company experiencing significant growth and expansion throughout Atlantic Canada. You will work directly with ownership and leadership, have meaningful input into how the business operates, and play a key role in helping build the systems and processes that support our continued success.
We are looking for someone who wants more than just a job—we are looking for a trusted team member who takes pride in helping a growing company succeed.
To Apply
Please submit your resume along with a brief cover letter outlining your experience in administration, bookkeeping, payroll, customer service, or related business functions.
Top Coat Protective Coatings Inc. offers a positive, growth-oriented workplace where your contributions will have a direct impact on the success of the business and the continued growth of our company.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: From $25.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
