We are a growing industrial service company that provides high-quality solutions to our clients. We are seeking an organized and detail-oriented Office Administrator to join our team. The ideal candidate will play a key role in keeping our operations running smoothly by managing administrative tasks, safety documentation, scheduling, and light sales activities. This position requires someone who is comfortable in a dynamic work environment and has experience with office management, bookkeeping, basic purchasing processes, and employee coordination.

Key Responsibilities:

General Administrative Tasks: Handle day-to-day administrative duties, including answering phones, managing emails, filing, and data entry.
Safety Documentation: Maintain and update safety-related records, ensuring compliance with industry and company standards.
Scheduling: Coordinate scheduling of field technicians, meetings, and service appointments, ensuring efficiency and timely delivery of services.
Top of Funnel Purchasing: Assist in the procurement of office supplies, tools, and basic parts, ensuring adequate inventory levels and project progression.
Spare Parts Sales & Quotes: Provide customers with small quotes and process sales transactions.
Bookkeeping: Support the financial department with tasks such as invoicing, tracking payments, reconciling accounts, and managing payroll entries.
Invoicing: Prepare and send out invoices for completed services, follow up on payments, and resolve any billing issues.
Vendor Management: Establish and maintain relationships with vendors, manage purchase orders, and ensure timely delivery of parts and services.
Employee Event Planning: Organize and coordinate company events, meetings, and employee appreciation activities, ensuring successful execution and engagement.
Phone & Customer Service: Answer incoming phone calls in a professional manner, assist with customer inquiries, and direct calls as needed.
Light HR Tasks: Assist with basic human resources tasks such as tracking employee attendance, managing new hire paperwork, and helping with employee communications.
Office Policy Development: Help develop, implement, and maintain office policies and procedures to improve workflow and ensure compliance with company standards.
Office Support: Provide general support for various administrative tasks as needed to ensure the office runs smoothly and efficiently.

Qualifications:

Proven experience in an administrative role, preferably in an industrial or service-based company.
Familiarity with safety documentation and scheduling processes.
Basic understanding of bookkeeping and accounting principles.
Strong organizational skills and attention to detail.
Excellent communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
Experience with invoicing software (QuickBooks or similar) is a plus.
Ability to work independently and prioritize tasks effectively.
Event planning or coordination experience is a plus.
HR experience or understanding of basic HR tasks is a plus.

Job Types: Full-time, Permanent

Pay: $35,000.00-$60,000.00 per year

Benefits:

Casual dress
Company events
Dental care
Disability insurance
Life insurance
On-site parking
Paid time off
Tuition reimbursement
Vision care

Flexible language requirement:

French not required

Schedule:

Monday to Friday

Education:

Secondary School (preferred)

Language:

English (preferred)

Work Location: In person

Momentum Integrated Solutions Ltd.

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Office Administrator