Location
Milton, ON | Canada
Job description
Office Manager/Administrator
Sakura Gardens , a privately owned garden design, build and maintenance company, have built our reputation on our commitment to excellence for over 17 years. We offer qualified candidates competitive wages, benefits, and the chance to build your career with a respected industry leader in the Oakville, Burlington and South Mississauga area.
We are looking for an experienced Office Manager/Administrator to join our team and we are open to this being on either a part-time or full-time basis. The ideal candidate will have excellent organizational and communication skills, be highly detail-oriented, and can work independently to prioritize tasks. In this role you will be responsible for providing professional administrative support to the business owner and the team while using best practices and standardized processes to ensure daily operations are completed efficiently and effectively. You will bring adaptability, creativity, innovating thinking and problem solving skills to this role.
Administrative Responsibilities:
- Provide general administrative support to management staff
- Maintain a filing system for important and confidential company documents
- Manage office supplies and order new supplies, uniforms, etc as needed
- Assist with the preparation of regularly scheduled reports eg, download bank statements, track expenses, etc.
- First point of contact for vendors and new customers, answering inquiries by phone and email in a professional manner
- Assist in Accounts Receivable & Accounts Payable, basic bookkeeping, organizing and filing receipts, banking deposits, etc.
Management Responsibilities:
- The primary responsibility is to organize and coordinate all administrative activities and business processes to ensure high levels of organizational effectiveness, communication, and safety
- Assist in role and process development related to business workflow systems to improve overall efficiency
- Assist with personnel management and HR-oriented inquiries. Organize and maintain employee files while maintaining confidential information
- Support the hiring process by screening resumes, conducting interviews and onboarding new employees
- Be the contact person for employee requests, planned and unplanned time off management
- Assist with payroll and associated activities using Jobber, adhering to critical timelines
- Create and update job descriptions, training documents, policy manuals and operating procedures
- Prepare and maintain a document system consisting of workplace health and safety policies, equipment manuals, training and other relevant materials for employee access
- Maintain records and develop workplace processes in compliance with government legislation pertaining to Employee Health and Safety and management of company vehicles
- Quotes Contracts Invoicing – assist in the maintenance of client information, quotes & contract management, change order requests and client invoicing
- Collect lead information, assess client needs, share company’s service information, and disseminate lead information and develop the overall marketing strategy
- Manage the compilation, updating, and maintenance of company records efficiently
- Ensure all invoices are up to date and paid on time
- Order landscaping supplies, materials, and products and reconcile purchase order paperwork
- Onboard & maintain employee records - assist in onboarding new hires and clients
- Maintain all personnel records and generate reports as needed
- Time Sheets - Review crew member timesheets and submit for payroll
- Maintain office efficiency by planning and implementing workflow systems, materials, supplies, and equipment procurement
- Manage inventory for tools, equipment and landscaping materials
- Utilize Jobber software to monitor the schedule of onsite work, review employee hours,
Qualifications
- Ability to work independently and within a team environment
- Proficient in Microsoft Office Suite and Google Workspace
- Experience in bookkeeping and accounting practices and familiarity with QuickBooks
- Experience in office management or related field
- Exceptional organizational skills and attention to detail
- Knowledge of HR practices and procedures is a plus
- Ability to maintain confidentiality and demonstrate ethical behavior in all business dealings
- Creative problem-solving capabilities such as finding ways to operate more efficiently or researching new tools we can use to our advantage
Job tags
Salary
