Office Manager & Administration

OFFICE MANAGER

Plumbing, Heating & Electrical Contracting — Administration & Office Operations

Position Summary

The Office Manager is responsible for the day-to-day administrative and financial operations of the branch, ensuring smooth coordination between accounting, dispatch, sales, and field service teams. This role manages office staff, oversees accounts payable/receivable, payroll support, and reporting, and serves as a key point of contact for customers, vendors, and employees. The Office Manager works closely with branch and operations leadership to maintain accurate records, efficient workflows, and a professional, organized office environment.

Key Responsibilities

Office & Administrative Operations

• Oversee daily office operations, ensuring efficient workflow across administrative, dispatch, and customer service functions
• Supervise and support office staff & dispatch/customer service coordinators
• Maintain organized filing systems for contracts, permits, licenses, insurance, and employee records
• Coordinate office supplies, equipment, and vendor service agreements
• Act as a liaison between branch leadership, field staff, and head office

Financial & Accounting Administration

• Process accounts receivable, including customer billing, and collections follow-up
• Support job costing by ensuring invoices, purchase orders, and work orders are accurately entered and reconciled
• Prepare and distribute daily/weekly/monthly financial and operational reports to management
• Assist with budget tracking, expense monitoring, and month-end close support

Payroll & HR Support

• Maintain accurate employee files, certifications, and onboarding/offboarding documentation
• Support recruitment coordination, including scheduling interviews and preparing new-hire paperwork
• Assist with administration of employee benefits and the profit-sharing program
• Help ensure compliance with employment standards, WorkSafeBC requirements, and company policy
• Document and update apprentice hours within the Skilled Trades BC Platform

Customer Service & Communications

• Handle incoming customer calls, emails, and walk-in inquiries, directing them to the appropriate department
• Resolve routine billing and account inquiries, escalating complex issues as needed
• Support scheduling and communication between customers, dispatch, and service/installation crews
• Maintain a professional, welcoming front-office experience for customers and visitors

Systems & Reporting

• Ensure accurate and consistent use of dispatch, CRM, POS, and inventory software systems
• Maintain data integrity across administrative and operational systems
• Generate KPI, sales, and operational reports to support branch and operations management
• Identify opportunities to streamline administrative processes and improve reporting accuracy

Compliance & Office Management

• Maintain required business licenses, insurance documentation, and permit records
• Coordinate office and administrative aspects of safety meetings and incident documentation
• Ensure office equipment, software, and facilities are properly maintained
• Support audit, insurance, and regulatory documentation requests

Qualifications

• Proven experience in office administration, bookkeeping, or accounting support, ideally in a trades or service-based business
• Strong knowledge of accounting principles, accounts payable/receivable, and payroll processes
• Proficiency with accounting, dispatch/CRM, and POS/inventory software
• Excellent organizational, multitasking, and communication skills
• Discretion in handling confidential financial and employee information
• Valid driver’s license considered an asset.