About Us
Design Exteriors Inc. is a trusted leader in the construction industry, widely recognized for excellence in construction management, general contracting, and design-build services. We are currently seeking a detail-oriented Administrative Assistant/Receptionist to join our team full-time at our Concord, Ontario location. At Design Exteriors, we pride ourselves on precision, innovation, safety, and unwavering commitment to customer satisfaction—values that have established our reputation for reliability and excellence.
Job Summary
We are looking for a meticulous Administrative Assistant/Bookkeeper/Receptionist to join our team. The ideal candidate will ensure the smooth operation of our office by handling administrative tasks, bookkeeping, and reception duties. This role requires strong multitasking ability, excellent communication skills, and a proactive approach to problem-solving.
Key Responsibilities:
Bookkeeping Responsibilities:
- Prepare and promptly send accurate invoices to clients.
- Monitor outstanding invoices and diligently follow up on overdue payments.
- Review vendor invoices for accuracy, assign them to the correct cost centers, and secure necessary approvals.
- Prepare Purchase Orders
- Liaise with suppliers to resolve any issues.
- Cultivate strong relationships with vendors and clients.
- Collect, track, and enter expense receipts.
- Maintain accurate financial records, including accounts receivable and payable.
- Accurately log all financial transactions using QuickBooks.
- Payroll processing.
- Process subcontractor payments and perform necessary calculations.
- Organize and carry out monthly and weekly check runs.
- Monitor and assign expenditures to the correct cost centers, maintaining comprehensive records.
- Weekly project expense reporting
Reception Responsibilities:
- Greet visitors with a warm and professional demeanour, ensuring they feel welcomed and valued.
- Address visitor inquiries effectively, providing accurate information or directing them to the appropriate staff member.
- Answer and route incoming phone calls promptly to ensure clear, efficient communication within the organization.
- Coordinate courier services, including scheduling pickups and managing deliveries to maintain smooth operations.
- Organize and distribute incoming and outgoing mail to ensure timely delivery to the correct recipients.
- Maintain the reception area, keeping it clean, organized, and presentable at all times.
- Monitor visitor access and maintain security protocols, including managing sign-in processes.
- Keep track of office supplies and place orders when necessary.
- Provide administrative support to staff as needed, such as scheduling meetings, booking conference rooms, or assisting with clerical tasks.
Administrative Responsibilities:
- Manage both digital and physical filing systems effectively.
- Effectively organize and track finance and project schedules.
- Support the team by drafting correspondence, responding to emails on behalf of team members, preparing presentations, distributing agendas, recording meeting minutes, and handling filing, scanning, and photocopying tasks.
- Maintain clear communication with vendors and customers.
- Keep office space tidy and well-organized.
- Maintain and update databases and spreadsheets as needed.
- Support the creation of detailed reports on invoicing, sales, and overall office performance.
- Provide support for company events.
- Draft project documentation.
- Perform other duties as required, including clerical tasks.
Qualifications:
- High school diploma or equivalent; an associate degree or higher in business administration or a related field is a plus
- 2- 3 years of experience as an office administrator
- Proficiency in QuickBooks and fundamental accounting principles
- Strong organizational skills and attention to detail
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Ability to work under pressure and meet tight deadlines
Job Type: Full-time
Pay: $50,000.00-$60,000.00 per year
Benefits:
- Casual dress
- Extended health care
- On-site parking
- Paid time off
Flexible language requirement:
Ability to commute/relocate:
- Concord, ON L4K 3C3: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Are you located in Vaughan/Concord?
- When would you be available to begin working with us?
Education:
Experience:
- Administrative: 2 years (required)
- QuickBooks: 2 years (preferred)
- Bookkeeping: 2 years (required)
Licence/Certification:
- Quickbooks Certification (preferred)
Work Location: In person
