About this role
*OFFICE ADMINISTRATOR*
Part-time Tu/Th or Mon/Wed
*POSITION SUMMARY*
We are seeking a highly organized and proactive Office Administrator to oversee daily administrative operations for Glenn Robertson Design. This role is responsible for maintaining efficient office workflows, supporting leadership and design staff, coordinating communications, and ensuring smooth front-office operations. The ideal candidate is detail-oriented, professional, assertive and capable of managing multiple priorities in a fast-paced environment.
*KEY RESPONSIBILITIES*
*Office Administration & Operations*
* Manage daily office operations and administrative procedures * Maintain organized filing systems for client records, contracts, invoices, permits, and employee documentation * Coordinate office supplies, equipment maintenance, and vendor relationships * Ensure office cleanliness, organization, and operational efficiency
*Accounts Receivable*
* Prepare and issue invoices to clients * Monitor outstanding balances and follow up on overdue accounts * Process incoming payments and maintain accurate financial records * Coordinate with accounting/bookkeeping teams to reconcile accounts and resolve discrepancies * Close customer files (hard copy & in CRM) * Accounts payable, as needed
*Talent Acquisition & Human Resources Support*
* Assist with recruiting efforts, including job postings, resume screening, interview scheduling, and candidate communication * Support onboarding and orientation for new hires * Maintain employee files and confidential HR documentation * Assist management with workforce scheduling and staffing coordination
*Safety Protocol & Compliance*
* Implement and maintain workplace safety procedures and protocols * Coordinate safety training and ensure compliance with company policies and applicable regulations * Maintain incident reports and safety records * Monitor office and showroom environments for safe operating conditions * Initiate yearly safety meetings and quarterly discussions within Team meetings
*Reception & Client Relations*
* Serve as the first point of contact for clients, vendors, and visitors * Answer and direct incoming phone calls and emails professionally * Schedule client consultations and assist with appointment coordination, as needed * Provide exceptional customer service and maintain positive client relationships
*Meeting Coordination*
* Schedule internal and external meetings, consultations, and team events * Prepare meeting agendas and distribute supporting materials * Record accurate meeting minutes and track follow-up action items * Coordinate calendars for management and design staff
*QUALIFICATIONS*
* 5-10 years of proven experience in office administration and management, or a similar role * University or College degree in administration, or related field * Experience with accounts receivable and basic bookkeeping procedures * Strong organizational and multitasking abilities * Excellent verbal and written communication skills * Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint), job posting platforms, and office management software * Ability to maintain confidentiality and professionalism * Experience in construction, interior design, cabinetry, or home improvement industries is an asset
*PREFERRED SKILLS*
* Strong customer service and interpersonal skills * Attention to detail and problem-solving abilities * Ability to work independently and collaboratively * Knowledge of workplace safety standards and office compliance procedures
*WORK ENVIRONMENT*
* Fast-paced office and showroom setting * Regular interaction with clients, designers, planners, installers, and vendors * Occasional coordination with warehouse or installation teams
*COMPENSATION & BENEFITS*
* Competitive salary based on experience * Paid vacation and holidays * Opportunities for professional growth and advancement * Supportive and collaborative team environment
_*Over 30 Years of Excellence *_
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