About this role
*About the Role*
Epoxyguys is looking for a highly organized, dependable, and proactive Office Administrator to join our growing team. As the backbone of our daily operations, you will play a critical role in keeping our office, communications, and project documentation running smoothly.
This is an excellent opportunity for an administrative professional with a background in the construction sector and hands-on QuickBooks experience.
*What We Offer*
* *Competitive Pay:* $25.00 per hour. * *Paid Time Off:* 5 paid sick days per year. * *Career Growth:* Hands-on experience in construction administration and project coordination. * *Work Environment:* A professional, supportive workplace where you will work closely with management and project teams. * *Impact:* A varied role with meaningful responsibility and opportunities to contribute directly to company growth.
*Key Responsibilities*
*Communication & Office Coordination*
* Serve as the first point of contact, answering and directing incoming calls professionally and courteously. * Manage calendars, appointments, meetings, and primary email correspondence to ensure no deadline is missed. * Coordinate day-to-day administrative activities and provide direct support to management.
*Tender & Business Development Support*
* Conduct regular weekly searches for construction tenders, bids, and business opportunities relevant to our services. * Monitor tender platforms, identify opportunities aligned with company capabilities, and organize submission requirements and deadlines. * Maintain an organized, up-to-date record of current and upcoming bids.
*Invoicing & Financial Administration*
* Utilize *QuickBooks* for invoicing, expense tracking, payments, and basic accounting administration. * Prepare and issue client invoices accurately and on time, and track outstanding Accounts Receivable (AR). * Assist with Accounts Payable (AP) and meticulously monitor company expenses. * Maintain highly organized financial records and supporting documentation.
*Construction Documentation & Contract Management*
* Handle, organize, and track tender, bid, and formal contract documents with a high degree of accuracy. * Maintain organized project files, supplier/subcontractor records, and track important deadlines or renewals. * Assist in obtaining and comparing quotes from vendors and subcontractors. * Handle confidential business and contractual information with strict discretion.
*General Administration*
* Maintain an efficient, highly organized general filing system (both electronic and paper). * Prepare correspondence, reports, spreadsheets, and administrative documents. * Assist with office purchasing and managing supplies. * Regularly clean and organize the office space to maintain a tidy, welcoming work environment.
*Qualifications & Skills*
* *Office Experience:* Minimum of 1 year of proven office administration experience. * *Accounting Knowledge:* Practical, hands-on understanding of QuickBooks, specifically regarding AP/AR, invoicing, Payroll and basic ledger management. * *Technical Proficiency:* Strong working knowledge of Microsoft Office (Word, Excel, Outlook). Experience with Google Workspace (GSuite) is a strong asset. * *Document Literacy:* Familiarity with the structure and requirements of construction-specific paperwork (Tenders, Bids, and Legal Contracts). * *Soft Skills:* Strong organizational skills, impeccable attention to detail, and the ability to prioritize multiple tasks independently. * *Communication:* Excellent verbal and written communication skills with a professional, positive, and proactive approach.
*Requirements*
* *Legal Status:* Must be legally eligible to work in Canada. * *Language:* Fluency in English is required. * *Industry Experience:* Previous experience working in an office environment within construction, contracting, renovation, or engineering is _strongly preferred_. * *Software:* QuickBooks experience is _required_. * *Work Setting:* Mu