Office Administrator

The Office Administrator is responsible for coordinating and supporting the day-to-day administrative and operational functions of the Tap Roots Group. This role provides direct administrative support to office and field staff while overseeing key business processes including timesheet administration, accounts payable, office and facility management, vendor relations, permits and licensing, IT and telecommunications coordination, and general office operations. The Office Administrator acts as a central point of contact for employees, customers, suppliers, and external partners, ensuring efficient communication and accurate administration across all Tap Roots Group companies.

This role requires a highly organized and detail-oriented individual who can effectively manage multiple priorities while maintaining a positive and professional office environment. The Office Administrator is expected to work collaboratively with Operations, Project Management, Human Resources, Finance, and Ownership teams to support business objectives and ensure the smooth execution of daily operations. This position is a key contributor to the organization and is expected to uphold and demonstrate the company's core values of Safety, Quality & Customer Service, Integrity, and Respect in all interactions and responsibilities.

Why Join us?

• Growth opportunities for advancement 
• 100% paid for Health & Dental Benefits 
• RRSP Matching 
• Regular company social events 
• Work in a collaborative and supportive team environment
  
  

Qualifications:

• 2+ years of experience working in a fast-paced office environment with the ability to multi-task
• Advanced proficiency with Microsoft applications, including Outlook, Excel, Word, Teams
• Strong customer service mindset and a commitment to maintaining a positive, professional work environment
• Ability to handle confidential employee and company information with discretion and professionalism
• Strong organization skills with exceptional attention to detail and accuracy
• Experience with Accounts Receivable and calling customers for payment
• Intermediate experience using accounting software such as Quickbooks, Sage 100 or similar ERP/accounting systems

Key Duties & Responsibilities

• Serve as the primary point of contact for incoming calls, visitors, employees, customers, and vendors.
• Answer and direct a high volume of incoming calls while providing exceptional customer service and representing the company in a professional manner.
• Manage reception duties, including greeting visitors, handling general inquiries, receiving deliveries, and maintaining a welcoming office environment.
• Coordinate day-to-day office operations and provide administrative support to office and field teams.
• Manage employee timesheet collection, auditing, and data entry to ensure payroll accuracy.
• Process accounts payable invoices and support accounts receivable collections activities.
• Follow up with customers regarding outstanding invoices and payment status while maintaining positive customer relationships.
• Assist with account reconciliation, invoice tracking, credit applications, and vendor account administration.
• Work closely with the Controller to support accounting functions, payment processing, and collections efforts.
• Assist with employee onboarding, asset tracking, and HR administration.
• Coordinate permits, inspections, licenses, and compliance documentation for multiple companies.
• Manage company cell phones, tablets, gas cards, and office equipment inventory.
• Support project administration by processing purchase orders and maintaining project documentation.
• Liaise with suppliers, subcontractors, customers, and service providers to ensure smooth business operations.
• Maintain accurate records and support accounting, operational, and reporting functions.
• Coordinate office supplies, courier services, mail distribution, and facility-related needs.
• Monitor vendor invoices, resolve discrepancies, and ensure documentation is complete and accurate.
• Provide administrative support for customer account setup, insurance requests, and general account inquiries.
• Foster a positive, professional, and customer-focused experience for employees, clients, and business partners.