office administrator

Office Administrator / Operations CoordinatorVoltSEQ Electrical Inc. ? Cranbrook, BC VoltSEQ Electrical Inc. is a growing electrical contracting company based in Cranbrook, BC. We work across residential, commercial, and industrial electrical projects, and we are looking for an organized, reliable, and proactive Office Administrator / Operations Coordinator to help keep our office, scheduling, payroll, invoicing, and daily operations running smoothly. This role is ideal for someone who enjoys creating order, following up on details, communicating professionally, and helping a busy trades company stay organized. Position Summary The Office Administrator / Operations Coordinator will support the owner, field team, bookkeeper, and customers by managing daily office tasks, helping with scheduling, following up on invoicing, preparing payroll, tracking non-billable time, and helping introduce better procedures as the company grows. This is not just a reception role. We are looking for someone who can take ownership of admin tasks, keep things moving, and help improve how the business runs day to day. Key ResponsibilitiesOffice Administration * Manage email, phone, and admin task follow-up. * Enter and update customer, job, and scheduling information in Jobber. * Keep job files organized with notes, photos, purchase orders, supplier invoices, and customer communication. * Help maintain office systems, forms, checklists, and procedures. * Keep important information organized and easy to find. Scheduling Support * Work with the owner to help manage the schedule. * Confirm jobs with customers. * Communicate schedule changes to customers and field staff. * Help make sure jobs are properly set up before crews arrive. * Track upcoming work, open jobs, and jobs waiting on approvals or materials. Payroll and Time Tracking * Review employee time entries. * Help prepare payroll accurately and on time. * Track standby time, shop time, wasted time, and other non-billable time. * Follow up with field staff when time entries or job notes are missing. * Provide reporting on labour time that is not being billed. Invoicing and Accounts Receivable Support * Review completed jobs and help prepare them for invoicing. * Follow up on missing job information before invoicing. * Track invoices that have been sent, unpaid, or overdue. * Follow up with customers on outstanding invoices. * Help reduce delays between job completion and billing. Bookkeeper Communication * Act as the main point of contact for routine communication with the bookkeeper. * Collect and send receipts, supplier invoices, payroll details, and other requested information. * Track outstanding bookkeeping questions and follow up as needed. * Escalate accounting or financial questions to the owner when required. Process Improvement * Help introduce and maintain new office procedures. * Identify repeated issues that slow the company down. * Help create simple systems for scheduling, payroll, invoicing, job closeout, and communication. * Support the team in following procedures consistently. Regular Reporting The successful candidate will help prepare reporting covering: * Jobs completed and ready to invoice. * Jobs missing information before invoicing. * Outstanding invoices requiring follow-up. * Standby time, shop time, and wasted/non-billable time. * Payroll issues or corrections. * Bookkeeper questions or missing documents. * Upcoming scheduling concerns. * Customer or admin issues needing attention. Skills and Qualifications Required * Strong organization and follow-up skills. * Clear and professional communication. * Comfortable using computers, email, calendars, and office software. * Ability to handle multiple tasks and changing priorities. * Strong attention to detail. * Able to work independently and ask good questions when needed. * Professional attitude with customers, staff, suppliers, and bookkeepers. * Reliable, punctual, and trustworthy. Preferred * E