Office Administrator

Our clientis a full-service contractor located in Vernon, BC with a focus on servicing the Okanagan Valley and beyond. Working primarily in the commercial space, they take great pride in their work culture and believe that every employee contributes to their success.As a growing organization, they arecurrently recruiting for an Office Administrator to join their team. Reporting to the Chief Financial Officer, the successful candidate will primarily be responsible for the day-to-day coordination of all the office functions within the company and provide administrative assistance to the Executive Team. This role will act as the first point of contact for both clients and team members and will provide general information regarding their questions or concerns.

You will be responsible to prepare and review various forms of correspondence such as emails, invoices, presentations, spreadsheets, and reports. A strong attention to detail and high level of accuracy, while working in a fast-paced environment, will be key to the success of this role.

Other responsibilities will include:

• Refer and/or redirect calls, emails, or visitors as required, while providing excellent professional customer service;
  
• Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders;
  
• Administer and manage all inbound and outbound packages;
  
• Provide coverage for company coordinators;
  
• Maintain a clean, tidy and sanitized office as per Health & Safety protocols ensuring visitors adhere to safety procedures upon entering the building;
  
• Manage office correspondence such as such as mail, general email inbox, and filing hard copy and electronic documents;
  
• Communicate with customers, technicians, suppliers, and the Service Manager with clear, concise, and transparent communication;
  
• Administer and manage inbound and outbound packages, including tracking and follow up; Receive payments, deposit cheques and process credit card transactions;
  
• Process and enter invoices for payment, match invoices with purchase orders, and check for accuracy; Maintain a high level of confidentiality in all interactions;
  
• Monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment;
  
• Prepare agendas for meetings, and transcribe and distribute meeting minutes;
  
• Manage daily and monthly calendars for the leadership team as needed;
  
• Assist in the compilation of data for various reports as required;
  
• Maintain and streamline office filing system;
  
• Additional office related tasks as required.
  

Requirements

• 2-3 years experience working in a fast-paced office environment;
  
• Post-Secondary education considered an asset;
  
• Proficient with multiline phone systems and able to manage a high volume of calls;
  
• Strong verbal and written communication skills;
  
• Ability to develop strong business relationships with co-workers, clients and service providers;
  
• Ability to collaborate with project stakeholders and interpret their ongoing needs;
  
• Extensive experience using MS Office programs (Excel, Word, Outlook)
  
• Experience with Sage 300 CRE considered an asset;
  
• Ability to work effectively both independently and as part of a team;
  
• Ability to work on tight deadlines;
  
• Strong organizational and planning skills with the ability to prioritize;
  
• Previous light bookkeeping (AP/AR) experience is considered an asset;
  
• Familiarity with construction management concepts and general contractor processes considered an asset.