Office Administrative Assistant

About the Role

Diamond Driveways is a fast-growing startup with a vision to become the most trusted name in driveway services across Canada. We are looking for a highly organized and self-motivated Office Administrative Assistant to join our passionate team and help us build our future. As the backbone of our operations, you will be responsible for ensuring the smooth and efficient running of our daily business processes. This is a remote position, offering the flexibility to work from anywhere in Canada. The ideal candidate will be a proactive problem-solver with excellent communication skills and a keen eye for detail, capable of managing a diverse range of administrative, financial, and coordination tasks.

Key Responsibilities

As the Office Administrative Assistant, you will play a crucial role in supporting various departments. Your responsibilities will be comprehensive and varied, ensuring a dynamic and engaging work environment.

Administrative and Financial Management

• Manage all incoming communications, including phone calls, emails, and inquiries, ensuring professional and timely responses.
• Maintain meticulously organized digital files for contracts, client information, invoices, and project documents.
• Process bi-weekly payroll using QuickBooks, ensuring accuracy in hours, overtime, and deductions as tracked in Connecteam.
• Handle financial record-keeping, including the management of expenses, invoices, and client payments, and generate monthly financial reports on company performance.

Recruiting and Onboarding

• Oversee the end-to-end recruitment process, from posting job advertisements on platforms like Indeed to screening applications.
• Coordinate interview schedules, communicate with candidates, and facilitate a smooth interview process.
• Manage the complete onboarding process for new hires, including the preparation of employment contracts, tax forms, and the organization of training schedules.

Sales and Production Coordination

• Track and manage incoming sales leads through , ensuring timely follow-up and assignment to the sales team.
• Schedule client estimates and appointments, maintaining an accurate and up-to-date Google Calendar to avoid conflicts.
• Coordinate with production crews to schedule jobs, track project progress, and manage inventory levels of essential materials.

Marketing and Reporting

• Provide support to the marketing team by assisting with pre-season campaigns and managing social media schedules.
• Compile and prepare weekly and monthly reports on key business metrics, including lead generation, sales conversion, and job progress.
• Organize and prepare for weekly team meetings, including creating agendas, taking detailed minutes, and tracking action items.

Who You Are

We are looking for a candidate who is excited to join a startup and grow with us. You are someone who is not just looking for a job, but for a place to build a career. You are a loyal and dedicated individual who is willing to stick with us through the thick and thin of a growing business. You are a proactive and resourceful person who is always looking for ways to improve and prove yourself as a valuable member of the team.

Qualifications and Skills

• Proven experience in an administrative role, such as Office Administrator or Administrative Assistant.
• Strong proficiency with office management software and tools. Experience with QuickBooks, , and Google Suite is highly advantageous.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities effectively.
• Excellent written and verbal communication skills, with a professional and courteous demeanour.
• A high level of attention to detail and strong problem-solving abilities.
• The ability to work independently and proactively in a remote environment.
• Must be a current resident of Canada and legally eligible to work in Canada.

If you are a dedicated and resourceful professional who is excited about the prospect of growing with a startup and making a significant impact, we encourage you to apply. We are looking for a long-term partner in our success.

Job Types: Full-time, Permanent

Pay: $20.50-$25.50 per hour

Expected hours: 40 per week

Application question(s):

• Why do you think Diamond Driveways is the right fit for you?
• Do you have access to a Remote work setup? (Including.. Laptop, Notebook, Desk)
• Is growing with an organization like Diamond something that you can see yourself doing?
• How many hours per week can you allocate towards this role?

Work Location: Remote