office administrator @ My Better Books Ltd.

About us

My Better Books is a growing bookkeeping firm in Sarnia that works mainly with construction and trades businesses across Southwestern Ontario: plumbers, HVAC, electrical, landscaping, heavy equipment and more. We do more than keep the books tidy. We help contractors understand their numbers, stay compliant and grow.

Our clients are out there building, fixing and getting things done. We make sure their paperwork keeps up. We?re looking for an organized, people-friendly office administrator who understands how the trades work and wants to be part of a small team that?s going places.

What you?ll do

Front desk and client communication

• Be the first point of contact for clients by phone, email and in person
• Manage the main office inbox, sort requests and route them to the right team member
• Book and confirm client meetings and keep team calendars organized
• Keep the office welcoming, organized and professional

Contractor compliance support

• Pull WSIB clearance certificates for clients and their subcontractors
• Request, track and renew Certificates of Insurance (COIs)
• Keep compliance records up to date so nothing expires without notice
• Help collect subcontractor information for year-end reporting, such as T5018 slips
• Follow up with clients and subcontractors on missing compliance documents

Client onboarding and documents

• Send engagement letters and onboarding packages, and follow up until they?re signed
• Set up new client folders and keep client files organized in Google Drive
• Chase clients for missing receipts, statements and documents, politely and persistently
• Help prepare CRA authorization requests and other onboarding paperwork

Social media and marketing support

• Help plan, create and schedule posts for Instagram, Facebook and LinkedIn
• Design simple graphics in Canva using our brand style
• Capture behind-the-scenes photos and short videos around the office and client events
• Track engagement and help keep our content calendar on schedule

Office and team support

• Track tasks and deadlines in our project management tools
• Collect staff timesheets and help with month-end billing prep
• Prepare invoices and follow up on overdue accounts
• Order supplies, coordinate with vendors and look after the office
• Take meeting notes and follow up on action items

What we?re looking for

• 2+ years of office administration or reception experience
• Strong with Google Workspace: Gmail, Drive, Calendar, Docs and Sheets
• Organized, detail-oriented and able to juggle several things at once
• Clear, friendly communicator by phone and in writing; comfortable talking with contractors
• Reliable and comfortable handling confidential financial information
• You take ownership and follow things through without being chased

Big assets (tell us if you have these)

• Experience in a construction or trades office, or working with contractors
• Know-how with WSIB clearance certificates, COIs and subcontractor compliance
• Bookkeeping knowledge or experience with Xero, Dext, Wagepoint or Tradify
• Social media experience, especially Canva, Instagram or short-form video
• A bookkeeping, accounting or business administration diploma or certificate

What we offer

• Monday to Friday, 9:30 to 4:00, with no evenings or weekends
• $20.00?$22.00 per hour, based on experience
• A small, supportive team where your work makes a visible difference
• A creative outlet: you?ll help shape how our brand shows up online
• Room to grow into bookkeeping or compliance work, with training provided

*Job type:* Permanent, part-time, about 30-32 hours per week

*Location:* In person, Sarnia, ON

*To apply:* Send your resume and a few sentences about why this role fits you. If you?ve worked in a trades or construction office, or have handled WSIB or COI paperwork, tell us about it. If you have social media work you?re proud of, share a link. Which Google Workspace apps do you use regularly, and for what?

Pay: $