Office Administrator

POSITION SUMMARY

The Administrative Support Specialist serves as the primary front office and administrative support for a trades-based small business. This role is responsible for ensuring smooth daily office operations, serving as the first point of contact for phones, visitors, and deliveries, and providing consistent administrative support to ownership, staff, vendors, and clients. The position requires reliability, strong organizational skills, attention to detail, and the ability to work in a fast-paced office environment.

DUTIES AND RESPONSIBILITIES

Front Office & Administrative Support – 45%

· Serve as the primary point of contact for incoming phone calls, visitors, deliveries, and day-to-day office needs

· Answer, screen, and direct phone calls professionally

· Greet visitors and manage front office presence

· Receive, route, and log packages and deliveries

· Perform regular data entry

· Maintain electronic and paper records

· Use computer systems daily for email, scheduling, document management, and administrative tracking

· Maintain a clean, organized, and professional front office and shared workspace, including basic tidying and organization of the immediate work area

Operations & Coordination Support - 35%

· Assist with scheduling and coordination common to trades-based operations
Utilize dispatch and scheduling systems to support technician workflow and service coordination

· Enter, update, and maintain work orders, job details, and customer information within order and inventory management systems

· Support inventory tracking and material documentation for service and installation projects

· Assist with administrative tracking related to daily operational activities

· Maintain organized files, records, and office systems to ensure operational accuracy

· Support communication between the office and ownership

· Perform a variety of administrative and operational tasks typical of a small, multi-trade business

Professional Conduct, Reliability & Office Support – 20%

· Maintain professionalism in all interactions with clients, staff, vendors, and ownership

· Demonstrate reliability, consistency, and attention to detail

· Support a respectful, well-run office environment

· Adapt to changing priorities in a fast-paced setting

· Perform other related duties as assigned to support office operations

MINIMUM QUALIFICATIONS

· High school diploma or equivalent

· 3–5 years of administrative, office support, or customer-facing experience

· Strong written and verbal communication skills in English, including the ability to prepare professional correspondence, perform accurate data entry, and communicate effectively with customers

· Proven ability to maintain organized records, documentation, and routine office communications

· Demonstrated experience working with people of diverse backgrounds and abilities in a professional setting

· Demonstrated experience working in a fast-paced office setting, prioritizing tasks and managing multiple responsibilities

· Proficiency using computers daily, including email, document management, scheduling tools, data entry systems, and Microsoft Office applications

· Capacity to learn and effectively utilize dispatch, scheduling, and order/inventory management systems; training on company-specific platforms will be provided

· Ability to work on-site during scheduled hours, five days per week

PREFERRED QUALIFICATIONS

· Experience working in a small business or family-owned organization

· Prior experience working in or supporting the trades, construction, mechanical, or field-service environments

· Experience coordinating processes or workflows across multiple tasks or stakeholders

· Ability to anticipate needs and problem-solve independently

· Ability to learn new systems and processes efficiently

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

· On-site, active office environment with regular interaction with staff, ownership, clients, and vendors

· Daily activities involve standing, walking, stair use, filing, and movement throughout the facility

· Must be able to lift and carry up to 40 pounds occasionally, with or without reasonable accommodation

Pay: $22.00 - $30.00 per hour

Application Question(s):

• Do you have trade industry experience?

Experience:

• Administrative: 3 years (Required)

Work Location: In person

Salary : $22 - $30