We are a fast-growing landscaping and construction company looking for a highly organized, detail-oriented Office Administrator to support our day-to-day operations. This is a dynamic role that combines office administration, accounting support, customer service, and project coordination. Every day brings something different, making this an excellent opportunity for someone who enjoys variety, problem-solving, and being an integral part of a successful team.
Key Responsibilities
Office Administration
- Answer incoming phone calls and respond to emails in a professional and timely manner.
- Schedule meetings and coordinate calendars.
- Prepare and send DocuSign documents.
- Collect and distribute company mail.
- Order office supplies and materials.
- Pick up cheques, supplies, or products when required.
Accounting & Bookkeeping Support
- Process weekly payroll.
- Issue customer invoices.
- Collect and record customer payments (e-transfer, cheque, credit card) in QuickBooks.
- Pay supplier invoices and assist with accounts payable.
- Submit receipts and documentation to suppliers and bookkeeping.
- Respond to bookkeeping inquiries and provide supporting documentation.
Project & Operations Support
- Assist Construction and Maintenance Managers with administrative tasks.
- Communicate with customers regarding scheduling, documentation, and project updates.
- Set up customer and supplier accounts.
- Coordinate plant and material orders.
- Arrange irrigation start-ups and required clearances.
- Obtain utility locates and required permits.
- Create traffic control plans and project drawings.
- Ensure projects have the required documentation before work begins.
Health & Safety
- Help coordinate Health & Safety documentation for job sites.
- Ensure crews have required safety documents, permits, locates, PPE, and other compliance materials.
- Assist with toolbox talks and safety meetings when required.
- Report WSIB claims and maintain related documentation.
Qualifications
- Previous experience in an administrative, office, or project coordination role.
- Experience with QuickBooks or similar accounting software is considered an asset.
- Strong computer skills, including Microsoft Office (Word, Excel, Outlook).
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Ability to prioritize multiple tasks in a fast-paced environment.
- Professional, dependable, and detail-oriented.
- Experience in landscaping, construction, or a trades environment is an asset but not required.
What We're Looking For
- Someone who takes initiative and enjoys solving problems.
- A team player who can support multiple departments.
- Strong customer service skills and professionalism.
- Ability to work independently while managing competing priorities.
- Someone who thrives in a fast-paced environment where no two days are the same.
Why Join Our Team?
- Full-time, with modified hours in the winter
- Supportive and team-oriented work environment.
- Diverse and engaging work with new challenges every day.
- Competitive compensation based on experience.
If you're an organized professional who enjoys keeping operations running smoothly and wants to be part of a company that values teamwork, accountability, and growth, we'd love to hear from you.
Pay: $20.00-$25.00 per hour
Benefits:
- Company events
- Extended health care
- On-site parking
Work Location: In person
