About Us

Design Exteriors Inc. is a renowned construction firm focused on delivering exceptional construction, general contracting, design-build services, and public-private partnerships. With over 20 years of combined experience, we excel in delivering quality through professionalism and dedication. Our team values precision, innovation, safety, and customer satisfaction, which has earned us a reputation for reliability.

Job Summary

We are looking for a meticulous Administrative Assistant to join our team. The ideal candidate will ensure the smooth operation of our office by handling administrative tasks, bookkeeping duties, and reception responsibilities. This role requires strong multitasking ability, excellent communication skills, and a proactive approach to problem-solving.

Key Responsibilities:

Reception Responsibilities:

Greet visitors and professionally address their inquiries.
Answer and route phone calls to ensure effective communication.
Coordinate courier services and manage deliveries.

Administrative Responsibilities:

Efficiently manage office supplies, schedule meetings, and organize documents.
Manage both digital and physical filing systems effectively.
Support the team by drafting correspondence, responding to emails on behalf of team members, preparing presentations, distributing agendas, recording meeting minutes, and managing scanning and photocopying tasks.
Maintain clear communication with vendors and customers.
Keep a tidy and well-organized workspace.
Update databases and spreadsheets as necessary.
Assist in generating reports on invoicing, sales, and overall office performance.
Perform other duties as required.

Bookkeeping Responsibilities:

Prepare and send accurate invoices to clients promptly.
Monitor outstanding invoices and follow up on overdue payments diligently.
Review vendor invoices for accuracy and secure necessary approvals.
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.
Support payroll processing.
Process subcontractor payments and perform necessary calculations.
Organize and carry out monthly and weekly cheque runs.
Monitor and assign expenditures to the correct cost centers, maintaining comprehensive records.

Qualifications:

High school diploma or equivalent; an associate degree or higher in business administration or a related field is a plus
Proven 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 Types: Full-time, Permanent

Salary: $48,000 - $60,000 per annum

Schedule:

Day shift
Monday to Friday
In-office

Job Type: Full-time

Pay: $48,000.00-$60,000.00 per year

Additional pay:

Bonus pay

Benefits:

Casual dress
Extended health care
On-site parking
Paid time off

Flexible language requirement:

French not required

Schedule:

8 hour shift
Day shift
Monday to Friday

Ability to commute/relocate:

Aurora, ON: reliably commute or plan to relocate before starting work (required)

Education:

Secondary School (required)

Experience:

QuickBooks: 1 year (required)
Bookkeeping: 1 year (preferred)
Administrative: 3 years (required)

Licence/Certification:

Quickbooks Certification (preferred)

Work Location: In person

Application deadline: 2024-10-21

Design Exteriors Inc.

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