Office Administrator

Join a Team That Values Organization, Collaboration & Growth

At Rustic Impressions, we believe great work starts with great people. We're a growing company that values collaboration, initiative, and continuous improvement. When you join our team, you'll have the opportunity to make a meaningful impact, build strong relationships, and contribute to projects our clients are proud of.

We foster a supportive, professional environment where your ideas are valued, your contributions matter, and you'll have the opportunity to grow alongside our business.

We're looking for a highly organized, proactive, and detail-oriented Office Administrator to become the administrative hub of our organization. You'll support our Leadership, Sales, Design, and Project teams while helping keep projects organized, clients informed, and daily operations running smoothly.

This position is ideal for someone who enjoys creating order, solving problems, improving processes, and being an essential part of a collaborative team.

This posting reflects a current hiring need for our client. We use AI-assisted tools to help review resumes and identify potential candidate matches, however all hiring decisions are made by our team and the client directly.

Key Responsibilities

• Providing administrative support to Leadership, Sales, Design, and Project Teams
• Coordinating calendars, meetings, consultations, and internal schedules
• Managing client communications and ensuring timely follow-up
• Tracking sales leads from initial inquiry through project completion
• Coordinating communication between Sales, Design, and Project teams
• Supporting client satisfaction initiatives including surveys, testimonials, photography, and award submissions
• Assisting with project costing, scheduling, budget tracking, and reporting
• Verifying employee timesheets
• Preparing invoices and supporting documentation
• Performing financial data entry using QuickBooks
• Maintaining accurate digital and physical project files
• Updating project tracking spreadsheets and administrative reports
• Coordinating employee onboarding, training records, and Health & Safety documentation
• Managing office supplies, vendors, equipment, and general office operations
• Coordinating with IT and external service providers as needed
• Identifying opportunities to improve administrative processes and efficiencies
• Supporting special projects and other administrative duties as assigned

Requirements

• 2-3 years of experience in office administration, executive support, project administration, sales support, or a similar administrative role

• Experience handling client-facing communication such as responding to inquiries or following up with clients
• Experience using QuickBooks for invoicing, data entry, or basic bookkeeping functions
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Eligible to work in Canada
• Experience supporting multiple departments or coordinating projects is considered an asset
• Experience in landscaping, construction, renovations, home building, manufacturing, or another project-based industry is considered an asset

Benefits

Compensation: $22.00–$24.00 per hour, based on experience. 

Hours: Full-time, Monday through Friday. As a seasonal business, hours may vary throughout the year and will typically range between 32–40 hours per week based on operational needs. 

Work Arrangement: This position is primarily onsite. After completing training and onboarding, there may be an opportunity for a hybrid work arrangement for the right candidate, based on performance and business needs.