Office Manager/Administrative Coordinator

Office Manager / Administrative Coordinator

Location: Markham, ON

Type: Full-Time, Monday–Friday

Salary: $40,000 – $60,000/year

About Us

The Renovators Of Canada (T-ROC) is a trusted name in home renovations across the GTA with over 20 years of service. We are seeking a proactive and professional Office Manager to act as the central hub of communication and organization for our business. You'll support the team, clients, and ownership by keeping the day-to-day details running smoothly.

Responsibilities

Communication & Client Support

• Monitor and manage company inboxes )
• Respond to client, subcontractor, employee and vendor inquiries in a timely, professional manner.
• Send insurance, WSIB, and other compliance documents/reports as required..
• Act as the first point of contact for phone calls and general inquiries.
• Post weekly team newsletter & Seasonal outreach newsletters using provided content
• Serve as the first point of contact for staff (DOO, Sales Manager, Supervisors) on administrative and coordination matters before escalating to ownership.

Administrative & Organizational Support

• Collect invoices, receipts, and paperwork from staff/subs; organize for the bookkeeper.
• Track overdue documents and follow up with vendors/clients.
• Assist with onboarding new employees/subcontractors (collect forms, insurance, contracts)
• Collect employee timesheets, vacation requests, and payroll-related inputs, and provide them to the bookkeeper for processing
• Maintain organized digital filing systems for financial and project records.
• Manage and maintain company wide password documentation and online account access for ownership, ensuring secure storage and regular updates
• Coordinate with Bookkeeper, Sales Manager, and DOO to prepare and update a weekly operations dashboard for ownership, summarizing key performance metrics such as new leads, sales, invoiced amounts, collections, GP%.

Reputation & Profile Support

• Monitor and respond to Google Reviews using company approved messaging
• Keep the company's business profile updated with hours, contact info, and project photos.
• Coordinate with the DOO to support the collection of reviews from clients after project completion

Meeting Support

• Attend weekly Thursday meetings; take structured notes on sales, project updates, invoicing, scheduling, and action items
• Distribute meeting summaries to the team and provide key updates to ownership if not present.

Marketing & Events Support

• Coordinate print materials and marketing collateral as needed
• Assist with preparing for home shows, presentations and other promotional events
• Help organize team events and company functions

Calendar & Reminder Support

• Maintain a shared calendar for company-wide items (permits, inspections, WSIB, vacation days).
• Coordinate and schedule company meetings and events, including;
• Weekly/monthly team meetings
• Monthly and quarterly reviews
• Employee performance and wage review meetings
• Training sessions and onboarding checkins
• Marketing and project coordination meetings
• Team Events
• Homeshows
• Schedule and remind staff of key deadlines, events, and internal milestones (e.g. Reporting deadlines, team events, safety reviews)
• Coordinate with the sales manager and DOO to track vacation requests for each employee, including the DOO and Sales Manager, and relay to ownership
• Send reminders to staff/subs about upcoming deadlines or required submissions

Must Haves

• 3+ years in an office manager/admin role (construction or service industry preferred).
• Excellent written and verbal communication skills.
• Strong organization and attention to detail.
• Proficiency with Google Workspace, Mailchimp, Contractor Foreman (preferred).
• Comfortable balancing multiple requests and keeping communication clear.

What We Offer

• $40K–$60K annual salary + potential for benefits.
• Stable, growing company with 20+ years in business.
• Hybrid flexibility (office + remote).
• Direct collaboration with management and project teams.

Job Type: Full-time

Pay: $40,000.00-$60,000.00 per year

Experience:

• office manager/admin: 3 years (preferred)

Work Location: Hybrid remote in Markham, ON L3R 5B4