Office Administrator

Hansen's; Pickering; On-site; CAD 55,000 - 60,000; Full time

Benefits offered by this job

Group Benefits (Health, Dental, Vision

RRSP matching

Wellness program

Profit sharing

Personal days

Job summary

Hansen's Group of Companies in Pickering, Ontario is seeking an Office Administrator to support the Service/Parts Manager, Shop Foreman and head office teams in a busy automotive, warehousing and facility services environment.

This full-time role covers accounts payable/receivable, invoicing, and coordinating office workflows, with benefits after probation. The position offers a salary of CAD $55,000–$60,000 per year and potential for advancement.

Qualifications

• Outgoing, friendly personality with superior communication & customer service skills.
• Ability to prepare routine reports and correspondence.
• Knowledge and experience with shop management software; willingness to learn.
• General bookkeeping and credit/collections experience is an asset.
• Knowledge of office procedures.
• Strong organizational skills.
• High school diploma.

Responsibilities

• Provide admin support to the Service/Parts Manager, Shop Foreman and Head Office.
• Support Parts/Service Desk with purchases, vendor invoices and inventory entries.
• Record meeting minutes and manage communications with customers/vendors.
• Maintain office supplies and coordinate mail/packages.
• Support and train staff on software tools (Mitchell/Dayforce).
• Coordinate maintenance for shop/office with contractors and ensure safety/compliance.
• Enter invoices into systems and assist with payroll-related tasks.

Skills

Communication

Customer service

Organizational skills

Bookkeeping

Office procedures

Learning ability

Education

High school diploma

Tools

Mitchell

Dayforce

TMT

Job description

Hansen's Group of Companies is a proud Canadian company with over 46 years in the business of Automotive Transportation, Warehousing, Facility Management and Mechanical Services. We are currently searching for a Office Administratorto join our JEMM TRUCK & TRAILER Inc. team located in Pickering, Ontario.

Hansen's is committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to an accessible interview site, ASL interpreter or Assistive Technology) during the recruitment process please let us know. We encourage applications from all qualified candidates including indigenous peoples, women, members of racialized groups, and persons with disabilities. We thank all applicants for their interest, however only candidates selected for an interview shall be contacted.

Excellent benefits package available to Full Time employee’s after completing probationary period and opportunity for advancement. Join us!

• Group Benefits (Health, Dental, Vision, Long Term Disability)
• Company matched RRSP
• Wellness Program
• Profit Share Program
• 5 Paid Personal Days
• Annual Salary: $55 to $60K

SUMMARY

The Office Administrator is responsible for providing administrative support to the Service/Parts Manager, Shop Foreman, Parts/Service Desk Personnel & various Head Office Departments. This role is a vital support for the smooth-running of the business.

• Planning and Organizing
• Results Orientation
• Service Orientation
• Team Work

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accounting:

• Perform bank and credit card reconciliation.
• Maintain accounts receivable (i.e. reconciliation, credit & collections).
• Maintain accounts payable (i.e. reconciliation, monitor cash flow requirements).
• Prepare government remittances such as HST, property tax, etc.
• Coordinate and report monthly accrual to Finance team at Head Office.

Operations Administration

• Provide admin support to the General Manager.
• Support Parts Manager with the maintenance of inventory and entering purchase orders, vendor invoices
• Support Service Desk with open work orders, phone/in-shop, customer traffic
• Record meeting minutes, letters to customers/vendors.
• Sorting and sending mail and packages, maintaining and ordering office supplies.
• Supporting and training staff on Mitchell.
• Arranging maintenance for shop/office with various contractors, plumbers, electricians, overhead door per management instruction.
• Maintaining shop vehicle inspection files (shop truck/van/and Forklift).
• Monitoring and maintaining maintenance and annual safety certification for all lifting and support equipment.
• Renewing shop MVIS license and adding/subtracting technicians to the license for MOT certification.
• Purchasing MTO inspection books when required.
• Administration of online Health & Safety Program Monitoring and scheduling safety training certification for staff, CPR, Forklift etc.
• Maintain MSDS manuals.
• Enter invoices into TMT.
• Other duties as required.

Payroll Support

• Reviewtimesheets and update schedules as required, validate attendance and clock punches in Dayforce.
• Provide support to employees on basic use of Dayforce and the timeclock for booking vacation days, viewing pay stub features, and balances.
• Report to Human Resources any employee concerns.
• Coordinate all employee requests for new hires, vacation pay, paid leave, letters of employment verification and benefits enrollment packages.

Qualifications and Skills

• Must have outgoing, friendly personality and superior communication & customer service skills
• Ability to work on routine reports and correspondence
• Knowledge and experience with shop management software products and demonstrate the ability and desire to learn
• General Bookkeeping & Credit/Collections is an asset
• Knowledge of office procedures
• Good organizational skills
• High school diploma

Artificial intelligence (AI) or automated decision-making tools are not used in the screening or selection process for this position. All applications are reviewed by qualified hiring personnel.