Current Positions

We are seeking a highly organized, detail-oriented, and proactive Office Administrator to join our team. The ideal candidate is a strong communicator with solid accounting and administrative experience, capable of multitasking effectively while maintaining consistency, accuracy, and professionalism in a fast-paced office environment.

This role is essential in supporting daily office operations, financial administration, document management, and client communications.

Key Responsibilities

General Office Administration

• Manage day-to-day administrative operations and office support tasks

• Answer and direct phone calls with professionalism and strong phone etiquette

• Respond to emails and inquiries in a timely and accurate manner

• Support employee onboarding, including the collection of all required documentation.

• Maintain organized digital and physical filing systems

Accounting & Financial Support

• Assist with accounts payable, including processing invoices, verifying accuracy of billing details, preparing payments, and maintaining organized and up-to-date vendor records.

• Assist with accounts receivable, including preparing and issuing invoices, monitoring outstanding balances, following up on overdue accounts, supporting collections efforts, and maintaining accurate customer payment records and account reconciliations.

• Perform account reconciliations, ensuring accuracy between financial records and statements by identifying discrepancies, investigating variances, and maintaining up-to-date, balanced accounts.

• Perform data entry with a high level of accuracy and attention to detail

• Assist with GST returns, PD7A filings, and other government-related submissions

• Work within QuickBooks Online (QBO) for bookkeeping support and record maintenance

Document & Systems Management

• Create, format, and maintain spreadsheets, templates, reports, and office documents

• Manage Google Drive file organization and shared document systems

• Support document scanning, duplication, filing, and preparation of booklets or reports

• Maintain consistent and accurate record-keeping across all systems

Team & Customer Support

• Provide professional customer service and assist in resolving client inquiries

• Collaborate with internal team members to ensure smooth workflow and completion of tasks

• Assist with additional administrative duties as required

Qualifications & Skills

• 2–5 years of administrative experience preferred; construction office experience considered a strong asset

• Hands-on experience with QuickBooks Online (QBO) and Google Drive, including confident day-to-day use for bookkeeping, document management, and workflow organization.

• Strong proficiency in Microsoft Office (Word, Excel, Outlook)

• Experience using Fieldwire, SiteDocs and Asana is considered a strong asset.

• Strong data entry skills with excellent attention to detail

• Highly organized with the ability to manage multiple priorities independently

• Strong verbal and written communication skills

• Quick learner with a willingness to be trained and adapt to new systems

• Comfortable working in a fast-paced, deadline-driven environment

• Knowledge of payroll processes, reconciliations, and reporting is considered an asset

What We’re Looking For

• A dependable, self-motivated team player

• Someone who takes initiative and ownership of their work

• A professional who values accuracy, confidentiality, and efficiency

• A positive attitude and strong problem-solving skills

Position Details

• Job Type: Full-time (40 hours per week)