The Office Administrator is responsible for administrative and clerical services in order to ensure effective, efficient and accurate office operations. The Office Administrator is responsible for accounts payable functions including data entry, vendor inquiries, filing and reconciling statements. The Office Administrator is also responsible for answering incoming calls quickly and efficiently and directing callers to their destination.

Your responsibilities will include:

• Perform all reception duties in an efficient, professional and courteous manner
• Communicate and liaise verbally and in writing with customers, suppliers, visitors and staff and interpret and respond clearly and effectively to spoken requests over the phone or in person and to verbal or written instructions
• Weekly preparation of job recap including all back-up documentation
• Perform all billing functions as required, including accurately assigning all sales taxes, material and other miscellaneous charges as required to customer invoices within current accounting program
• Perform accounts receivable tasks including invoice follow up, collection, post customer payments by recording cash and cheques, process and post credit card transactions
• Prepare and make bank deposits
• Review quotation submissions from Estimators, edit and submit to customers
• Assist staff in maintaining files and databases which includes electronic job and quotation folders
• Schedules appointments and meetings for executives and upper level staff
• Coordinate travel arrangements for staff and managers
• Perform all reception duties in an efficient, professional and courteous manner
• Answer incoming calls quickly and efficiently and directing callers to their destination
• Maintain and order office supplies for the office. Ensure adequate supplies of office stationery and general office and cleaning supplies. Monitor service level agreements with office maintenance service providers and notify supervisor if issues
• Communicate and liaise verbally and in writing with customers, suppliers, visitors, enquirers and relevant staff and interpret and respond clearly and effectively to spoken requests over the phone or in person and to verbal or written instructions
• Coordinates inbound/outbound mail, including priority post, packages, courier services, and other correspondence that are office related. Assists shipper/receiver with courier services that are customer/job specific
• Assists in planning and arranging events, including organizing catering
• Provide administrative assistance to others as approved by supervisor
• Other duties assigned

To be successful, you will need:

• GED or university degree in office administration, or an acceptable combination of education and experience
• 5 years of direct work experience in an office administration position
• Strong working knowledge of Sage Accounting or related Financial system software packages, as well as advanced knowledge of MS Office, including Excel and Word
• Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
• Able to maintain filing systems, databases, and basic diary/minutes management
• Excellent analytical and problem-solving skills
• Meticulous records maintenance skills
• Superior telephone manners and strong interpersonal skills
• Strong written and verbal skills to communicate with all levels of the organization and its executive team
• Strong customer service orientation
• First Aid skills and/or certificates are considered assets

Benefits for you and your family:

• Health, Dental and Vision Care
• Life, LTD and Critical Illness Insurance
• Retirement Savings Plan – Company Contributed

Kilmarnock Enterprise provides a collaborative and caring culture and the necessary tools and support for you to succeed.  If you are energetic and eager to be a part of a great team, we would love to hear from you at hr@kilmarnock.ca