Office Administrator

Responsibilities:

- Perform a variety of administrative and clerical tasks to support the efficient operation of the office

- Provide general administrative support to design team

- Respond to new inquiries in a professional and courteous manner

-Onboard new clients

-Invoice management

- Manage team schedules where needed (Calendly and Google)

-Vendor management

- Organize and maintain electronic files, ensuring accuracy and confidentiality

- Assist with scheduling appointments, meetings, and travel arrangements for staff members

- Prepare and proofread documents, reports, and correspondence with attention to detail

- Collaborate with other team members to ensure smooth workflow and effective communication

- Manage item ordering by project and track items, organize storage or delivery. Regular product tracking updates to project leads.

-Vendor invoicing

-Learn new project management software and use to manage projects, manage bi-weekly staff hour logs.

- Manage payments for invoices (through Stripe and bank transfers), providing reminders and receipts to clients

- Complete monthly bank reconciliations

Requirements:

- Excellent organizational skills with the ability to prioritize tasks and manage time effectively

- Proficient in computer skills including MS Office (Word, Excel, Outlook) and ability to learn new software systems quickly

- Previous experience with light book keeping an asset

- Proficient multitasker with the ability to meet multiple concurrent deadlines and stay on top of team with reminders/ follow up

- Detail oriented and strong problem solving skills

- Strong verbal, writing and comprehension skills

- Strong interpersonal skills- showing flexibility when working with others

- Ability to keep track of project profitability, monthly and annual billing

Note: This job description is not intended to be all-inclusive. The employee may be required to perform other duties as assigned by management.

Please submit your resume along with a cover letter highlighting your relevant experience. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Job Types: Part-time, Freelance

Salary: $25.00-$35.00 per hour

Expected hours: 12 – 15 per week

Benefits:

• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• On call

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 1 year (preferred)

Work Location: Remote