Office Administrator

Provosigncompany; Calgary; Hybrid; CAD 25,000 - 39,000; Part time

Benefits offered by this job

Paid time off

Flexible schedule

Advancement opportunities

Paid vacation

Job summary

Provosigncompany is seeking an Office Administrator to plan, develop, and establish systems and procedures for office/showroom activities under the direction of the President or General Manager. The role may involve supervising staff and coordinating cross-department workflows to ensure efficient service delivery.

The position focuses on ensuring a high-quality customer experience while handling routine tasks such as phone management, filing, invoicing, and CRM tracking.

Qualifications

• High School Diploma or equivalent.
• Valid driver's license.
• Experience in an office or customer service position.
• Excellent communication skills in fluent English.
• Ability to think and reason strategically.
• Comprehensive computer skills including software (Windows, Office, database experience), hardware, programs, and applications.

Responsibilities

• The office manager is responsible for the efficiency and effectiveness of general office processes. This involves coordination among departments to ensure that service and quality objectives are fulfilled.
• He/she helps to manage the customer’s experience with the company and its employees.
• Other duties may be assigned.
• Answers the phones and services customers accordingly or directs the call to the appropriate party.
• Produces/finalizes production folders prior to submitting to the production department.
• Totals all completed production folders and processes as necessary.
• Refills or prints out forms as needed.
• Performs QAC (Quality Assurance Calls) calls on a timely basis and coordinates with the production department accordingly.
• Responsible for general office filing on an as-needed basis.
• Responsible for computer back up system.
• Responsible for maintaining CRM for tracking customer, supplier, subcontractor, and vendor activity.
• Prepares invoices and billing materials for bookkeeping administrator.
• Researches and develops resources/systems that create timely and efficient workflows.
• Procures office supplies within budget guidelines.
• Fulfills errands for office on an as-needed basis.
• Audits and communicates complaints with management/ownership.
• Responsible for general office maintenance, making sure shipments get delegated out of front office.

Skills

Communication

Customer service

Strategic thinking

Education

High School Diploma or equivalent

Tools

Windows OS

Microsoft Office

CRM software

Database experience

Job description

Benefits

• Paid time off
• Competitive salary
• Flexible schedule

Benefits/Perks

• This position offers advancement opportunities.
• This is an hourly wage position.
• Paid Vacation will be provided. One (1) week of vacation will be provided per annum and will increase based on years of service.
• The company offers six (6) paid holidays.

Job Summary

Plans, develops, and establishes systems and procedures for office/showroom related activities in accordance with directives established by the President or General Manager, by performing duties personally or through subordinates.

Responsibilities

The office manager is responsible for the efficiency and effectiveness of general office processes. This involves coordination among departments to ensure that service and quality objectives are fulfilled. He/she helps to manage the customer’s experience with the company and its employees. Other duties may be assigned.

The Office Administrator:

• Answers the phones and services customers accordingly or directs the call to the appropriate party.
• Produces/finalizes production folders prior to submitting to the production department.
• Totals all completed production folders and processes as necessary.
• Refills or prints out forms as needed.
• Performs QAC (Quality Assurance Calls) calls on a timely basis and coordinates with the production department accordingly.
• Responsible for general office filing on an as-needed basis.
• Responsible for computer back up system.
• Responsible for maintaining CRM for tracking customer, supplier, subcontractor, and vendor activity.
• Prepares invoices and billing materials for bookkeeping administrator.
• Researches and develops resources/systems that create timely and efficient workflows.
• Procures office supplies within budget guidelines.
• Fulfills errands for office on an as-needed basis.
• Audits and communicates complaints with management/ownership.
• Responsible for general office maintenance, making sure shipments get delegated out of front office.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Possess High School Diploma or equivalent
• Possess valid Drivers License
• Experience in an office or customer service position
• Excellent communication skills in fluent English
• Ability to think and reason strategically
• Comprehensive computer skills including software (Windows, Office, database experience), hardware, programs, and applications