Office Administrator
Retail Hardware & Building Materials Group (4 Locations, 3 remote 1 on site)
Position Overview
We are seeking a highly organized, detail-oriented Office Administrator to support the day-to-day administrative and financial operations of our group of four retail hardware and building materials stores (three remote locations and one on-site location).
This is a hands-on position that requires strong administrative, bookkeeping, and computer skills, along with the ability to manage multiple priorities in a fast-paced retail environment. The successful candidate will play an important role in maintaining accurate financial records, supporting inventory control, assisting with purchasing, and ensuring efficient office operations across all four locations.
Key ResponsibilitiesAccounting & Administrative Support
- Perform daily and monthly cash balancing and reconciliation for all store locations.
- Match supplier invoices with purchase orders and receiving documents.
- Verify billing remittances and ensure vendor invoices are accurate before payment.
- Process accounts payable transactions.
- Assist with accounts receivable, customer account reconciliations, and collections when required.
- Assist with month-end bookkeeping functions.
- Maintain accurate accounting records and organized filing systems.
Inventory & Purchasing
- Assist with inventory control and stock management.
- Monitor inventory levels and identify products requiring replenishment.
- Prepare purchase orders and coordinate product ordering with suppliers.
- Investigate inventory discrepancies and assist with cycle counts.
- Maintain accurate product, pricing, and vendor information.
Administrative Support
- Provide administrative support to ownership and store management.
- Coordinate paperwork and communications between four store locations.
- Prepare reports, spreadsheets, and business correspondence.
- Answer telephone and email inquiries professionally.
- Maintain organized office records and documentation.
- Assist with special projects and process improvements.
Marketing & Graphics Support
- Assist with creating and updating promotional flyers using Canva.
- Apply product information, pricing, and images to existing flyer templates.
- Assist with other basic marketing and graphic design projects as required.
General Office Duties
- Ensure paperwork is completed accurately and on time.
- Maintain confidentiality of financial and business information.
- Assist in developing and improving office procedures.
- Support managers with administrative and operational tasks as required.
Qualifications
- Minimum 3 years of experience in an administrative, bookkeeping, or office management role.
- Experience in retail, hardware, building materials, construction, or wholesale industries is considered a strong asset.
- Excellent computer skills with a high level of proficiency in Microsoft Office, particularly Excel.
- Strong spreadsheet skills, including formulas, sorting, filtering, data analysis, and report preparation.
- Experience with accounting software (QuickBooks, Sage, or similar).
- Experience using Canva or similar graphic design software is an asset.
- Strong bookkeeping knowledge.
- Excellent organizational and time management skills.
- Exceptional attention to detail and accuracy.
- Ability to prioritize multiple responsibilities and meet deadlines.
- Strong written and verbal communication skills.
- Self-motivated with the ability to work independently.
Preferred Skills
- Experience with inventory management systems.
- Purchase order and invoice matching experience.
- Knowledge of accounts payable and accounts receivable.
- Understanding of retail inventory controls.
- Ability to identify discrepancies and resolve issues quickly.
- Comfortable learning new software and adapting to changing technology.
What We Offer
- Full-time, permanent position
- Competitive compensation based on experience
- Stable, long-term employment with a growing locally owned business
- Opportunity to work with a diverse group of four retail locations
- Friendly and supportive team environment
- Opportunities for professional growth and advancement
Ideal Candidate
You are highly organized, dependable, and thrive in a fast-paced office environment. You enjoy working with numbers, spreadsheets, and technology, have excellent attention to detail, and take pride in keeping operations running smoothly. You’re equally comfortable balancing bookkeeping tasks, inventory administration, creating polished spreadsheets, and assisting with marketing projects, while supporting a team across four retail store locations.
Pay: $19.00-$25.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
- Vision care
Work Location: In person
