Job Summary
We are seeking a highly organized and detail-oriented Office Manager to oversee daily administrative operations and manage financial records for our service plumbing company. The ideal candidate will be organized, proactive, and detailed-orientated with strong customer service skills, call dispatching, and accounting skills, proficiency with QuickBooks accounting software, and the ability to handle multiple responsibilities efficiently.
This role is ideal for someone who enjoys balancing office administration, customer service, financial processes, and operational support within a fast-paced trades environment.
Duties
Service Coordination & Client Support
- Answer incoming calls and schedule service requests
- Dispatch technicians and coordinate daily service activities
- Provide trade-related support to clients and maintain strong customer relationships
- Support technicians with scheduling, documentation, and operational needs
- Manage customer accounts and maintain accurate records
- Coordinate on-site materials deliveries as required
- Provide occasional on-site support and assist in the field when needed *only if the winning applicant is a Plumbing professional
Administration & Project Support
- Prepare quotes, reports, contracts, and service documentation
- Manage project-related administration and coordination
- Submit permits and associated documentation
- Administer backflow testing programs and submissions through SwiftComply
- Maintain inventory levels and coordinate product procurement and research
- Manage vendor relationships and supplier communications
- Manage vehicle parking registrations
- Manage in office parts and equipment inventory including inventory counts, ordering, and stocking shelves
- Manage parts and materials ordering
Financial Administration
- Manage day-to-day bookkeeping activities, including accounts payable, accounts receivable, processing payment and credit card transactions, bank and credit card transaction matching, and financial record maintenance
- Prepare and process payroll and maintain subsequent documentation
- Prepare invoices, maintain pricing information, and process customer payments
- Support accounts receivable collections and follow up on outstanding balances
- Maintain organized financial records and documentation for reporting, year-end processes, and audit purposes
- Generate financial reports
- Utilize QuickBooks accounting software to maintain accurate financial records
Compliance & Safety
- Manage contractor compliance platforms including Avetta, ISNetworld (ISN), ComplyWorks, RealSuite, Oracle, and VIVE
- Maintain certifications, insurance records, WCB requirements, and safety program documentation
- Ensure company compliance requirements remain current and up to date
Qualifications
- Proven experience in operations, bookkeeping, accounting, office management, or service coordination, preferably within a construction, mechanical, or trade-related industry
- Proficiency with accounting software such as QuickBooks, Sage, Xero, or similar platforms is essential
- Strong understanding of accounting principles, including accounts payable and receivable, bank reconciliations, payroll administration, account analysis, and general bookkeeping practices
- Experience with payroll processing and related compliance requirements is preferred
- Prior experience with budgeting, financial reporting, and financial analysis is considered an asset
- Excellent organizational, communication, and customer service skills
- Ability to effectively manage multiple priorities and thrive in a fast-paced environment
- Strong proficiency with Microsoft Office and the ability to adapt quickly to new software systems and workflows
- Familiarity with contractor compliance platforms such as Avetta, ISNetworld (ISN), ComplyWorks, RealSuite, Oracle, VIVE, or similar systems is considered an asset
- Experience supporting projects, coordinating schedules, and working with field personnel is an asset
- Valid driver's license preferred
Join Our Team
We are seeking a proactive, detail-oriented individual who thrives in a fast-paced environment and can seamlessly manage administrative, financial, and operational responsibilities.
If you enjoy taking ownership, supporting both clients and field staff, and being an integral part of a collaborative team, we would love to hear from you.
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
