Office Manager

• Provide general administrative support to management staff
• Maintain a filing system for important and confidential company documents
• Manage office supplies and order new supplies, uniforms, etc as needed
• Assist with the preparation of regularly scheduled reports eg, download bank statements, track expenses, etc.
• First point of contact for vendors and new customers, answering inquiries by phone and email in a professional manner
• Assist in Accounts Receivable & Accounts Payable, basic bookkeeping, organizing and filing receipts, banking deposits, etc.

• The primary responsibility is to organize and coordinate all administrative activities and business processes to ensure high levels of organizational effectiveness, communication, and safety
• Assist in role and process development related to business workflow systems to improve overall efficiency
• Assist with personnel management and HR-oriented inquiries. Organize and maintain employee files while maintaining confidential information
• Support the hiring process by screening resumes, conducting interviews and onboarding new employees
• Be the contact person for employee requests, planned and unplanned time off management
• Assist with payroll and associated activities using Jobber, adhering to critical timelines
• Create and update job descriptions, training documents, policy manuals and operating procedures
• Prepare and maintain a document system consisting of workplace health and safety policies, equipment manuals, training and other relevant materials for employee access
• Maintain records and develop workplace processes in compliance with government legislation pertaining to Employee Health and Safety and management of company vehicles
• Quotes Contracts Invoicing – assist in the maintenance of client information, quotes & contract management, change order requests and client invoicing
• Collect lead information, assess client needs, share company’s service information, and disseminate lead information and develop the overall marketing strategy
• Manage the compilation, updating, and maintenance of company records efficiently
• Ensure all invoices are up to date and paid on time
• Order landscaping supplies, materials, and products and reconcile purchase order paperwork
• Onboard & maintain employee records - assist in onboarding new hires and clients
• Maintain all personnel records and generate reports as needed
• Time Sheets - Review crew member timesheets and submit for payroll
• Maintain office efficiency by planning and implementing workflow systems, materials, supplies, and equipment procurement
• Manage inventory for tools, equipment and landscaping materials
• Utilize Jobber software to monitor the schedule of onsite work, review employee hours,

• Ability to work independently and within a team environment
• Proficient in Microsoft Office Suite and Google Workspace
• Experience in bookkeeping and accounting practices and familiarity with QuickBooks
• Experience in office management or related field
• Exceptional organizational skills and attention to detail
• Knowledge of HR practices and procedures is a plus
• Ability to maintain confidentiality and demonstrate ethical behavior in all business dealings
• Creative problem-solving capabilities such as finding ways to operate more efficiently or researching new tools we can use to our advantage

MHMI