Branch Administrator

Ainsworth Inc; Halifax; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

GDI Ainsworth is seeking a Branch Administrator to support Atlantic region operations. You will oversee daily office functions, coordinate with Head Office, manage facilities, and provide executive support to the VP and leadership team.

The role requires strong organizational skills, bilingual communication, and experience in office administration. Hybrid work model offered with focus on process improvements and HR coordination.

Qualifications

• College Diploma or certification or combination of relevant training courses.
• Minimum 3 years’ office administration experience and 2 years in people management.
• Experience in HVAC/Plumbing industry considered an asset.
• Computer skills: Word, Excel, Outlook, PowerPoint.
• Typing speed minimum 50 WPM.
• Excellent verbal and written communications in English and French.
• Strong admin and record-keeping skills; basic accounting/math.
• Data entry; organizational and interpersonal strengths; self-motivated.

Responsibilities

• Oversee daily operations for Atlantic branch offices across NS, NB, NL and PEI.
• Act as liaison between branch and Head Office for communications and issue resolution.
• Manage facilities, security, vendors, leases and workspace needs.
• Provide executive and administrative support to VP and leadership team.
• Prepare reports, presentations, and business documentation.
• Coordinate travel, meetings, events, and branch activities.
• Lead and coach the administrative team and performance management.
• Support onboarding, HR admin, recruitment, and personnel changes.
• Assist with accounts payable/receivable, payroll coordination, budgeting.

Skills

Typing 50 WPM

English & French

MS Office Proficiency

Data entry

Organizational skills

Team player

Education

College Diploma or cert

Tools

Word

Excel

Outlook

PowerPoint

Job description

If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the GDI Ainsworth team today!

Job Summary

Reporting to VP Atlantic, the Branch Administrator plays a key role in supporting operational excellence by overseeing office administration, optimizing internal systems and processes, and supervising staff. Serves as the central operational, administrative, communications, HR coordination, financial support, and process improvement resource for the Atlantic Region, ensuring efficient branch operations, compliance, culture development, and seamless coordination between field teams, management, Head Office, customers, vendors, and external stakeholders. The successful candidate is a self-motivated professional who thrives both independently and as part of a broader team.

Responsibilities

• Oversee daily operations and administration for Atlantic branch offices across NS, NB, NL, and PEI.


• Serve as the primary liaison between the branch and Head Office for operational communications and issue resolution.


• Manage office facilities, security, vendors, maintenance, leases, and workspace requirements.


• Provide executive and administrative support to the Vice President and leadership team.


• Prepare reports, presentations, correspondence, and business documentation.


• Coordinate travel, meetings, events, accommodations, and branch functions.


• Lead and support the administrative team through coaching, training, and performance management.


• Act as the central communication hub for managers, office staff, technicians, and remote offices.


• Support employee onboarding, recruitment, HR administration, training coordination, and personnel changes.


• Address employee concerns, facilitate conflict resolution, and promote a positive workplace culture.


• Assist with Accounts Payable, Accounts Receivable, payroll coordination, budgeting, expense reporting, and financial approvals.


• Manage Purchasing Card (P-Card) administration, reconciliations, and reporting.


• Oversee branch expenses, leases, utilities, deposits, vendor payments, and cost transfers.


• Support fleet administration, vehicle records, fuel card management, and fleet-related coordination.


• Monitor inventory, supplies, tools, equipment, and warehouse support activities.


• Develop, implement, and continuously improve branch procedures, systems, and operational processes.


• Manage records, filing systems, contract documentation, and compliance requirements.


• Coordinate with customers, vendors, unions, training providers, associations, and external stakeholders.


• Support Health & Safety, Quality Assurance, licensing, insurance certificates, and regulatory compliance activities.


• Create and distribute announcements, newsletters, training resources, and operational communications.


• Coordinate employee recognition programs, service awards, engagement initiatives, and social committee activities.


• Support Sales, Marketing, Estimating, Project Management, Service, Finance, and Operations teams.


• Assist with tender websites, business licences, travel bookings, shipping, courier services, and procurement activities.


• Identify operational issues, recommend improvements, and lead continuous improvement initiatives.


• Perform special projects and additional duties as assigned by management.

Qualifications

• College Diploma or certification or combination of relevant training courses


• Minimum 3 years’ office administration experience and 2 years in people management


• Experience in the HVAC/Plumbing industry considered an asset


• Computer skills required – Intermediate knowledge of Word, Excel, Outlook, PowerPoint


• Typing skills min. 50WPM


• Excellent verbal and written communications skills (both English and French)


• Strong administration and record-keeping skills


• Basic accounting/business math skills


• Data entry skills


• Strong organizational and interpersonal skills; self-motivated, self-sufficient and discreet


• Good sense of team spirit

Why work at GDI Ainsworth?

GDI Ainsworth is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following:

Benefits

• Benefits: Comprehensive health, dental and medical benefits, including wellness supports and generous vacation


• Rewards: Service milestones and peer recognition plus Employee Discounts and Incentives


• Flexibility: Hybrid working models, where applicable


• Diversity: An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company

While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference