OFFICE ADMINISTRATOR

Part-time Tu/Th or Mon/Wed

POSITION SUMMARY

We are seeking a highly organized and proactive Office Administrator to oversee daily administrative operations for Glenn Robertson Design. This role is responsible for maintaining efficient office workflows, supporting leadership and design staff, coordinating communications, and ensuring smooth front-office operations. The ideal candidate is detail-oriented, professional, assertive and capable of managing multiple priorities in a rapid-paced environment.

KEY RESPONSIBILITIES

Office Administration & Operations

- Manage daily office operations and administrative procedures
- Maintain organized filing systems for client records, contracts, invoices, permits, and employee documentation
- Coordinate office supplies, equipment maintenance, and vendor relationships
- Ensure office cleanliness, organization, and operational efficiency

Accounts Receivable

- Prepare and issue invoices to clients
- Monitor outstanding balances and follow up on overdue accounts
- Process incoming payments and maintain accurate financial records
- Coordinate with accounting/bookkeeping teams to reconcile accounts and resolve discrepancies
- Close customer files (hard copy & in CRM)
- Accounts payable, as needed

Talent Acquisition & Human Resources Support

- Assist with recruiting efforts, including job postings, resume screening, interview scheduling, and candidate communication
- Support onboarding and orientation for new hires
- Maintain employee files and confidential HR documentation
- Assist management with workforce scheduling and staffing coordination

Safety Protocol & Compliance





- Implement and maintain workplace safety procedures and protocols
- Coordinate safety training and ensure compliance with company policies and applicable regulations
- Maintain incident reports and safety records
- Monitor office and showroom environments for safe operating conditions
- Initiate yearly safety meetings and quarterly discussions within Team meetings

Reception & Client Relations

- Serve as the first point of contact for clients, vendors, and visitors
- Answer and direct incoming phone calls and emails professionally
- Schedule client consultations and assist with appointment coordination, as needed
- Provide exceptional customer service and maintain positive client relationships

Meeting Coordination

- Schedule internal and external meetings, consultations, and team events
- Prepare meeting agendas and distribute supporting materials
- Record accurate meeting minutes and track follow-up action items
- Coordinate calendars for management and design staff

QUALIFICATIONS

- 5-10 years of proven experience in office administration and management, or a similar role
- University or College degree in administration, or related field
- Experience with accounts receivable and basic bookkeeping procedures
- Strong organizational and multitasking abilities




- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint), job posting platforms, and office management software
- Ability to maintain confidentiality and professionalism
- Experience in construction, interior design, cabinetry, or home improvement industries is an asset

PREFERRED SKILLS

- Strong customer service and interpersonal skills
- Attention to detail and problem-solving abilities
- Ability to work independently and collaboratively
- Knowledge of workplace safety standards and office compliance procedures

WORK ENVIRONMENT

- Fast-paced office and showroom setting
- Regular interaction with clients, designers, planners, installers, and vendors
- Occasional coordination with warehouse or installation teams

COMPENSATION & BENEFITS

- Competitive salary based on experience
- Paid vacation and holidays
- Opportunities for professional growth and advancement
- Supportive and collaborative team environment

Over 30 Years of Excellence

Since 1987, Glenn Robertson Design has provided high-end custom cabinets and closets in the greater Montreal area. We’ve designed, manufactured and installed gorgeous custom cabinets for our residential customers for over 30 years and look forward to many more. You can find out more about us, and the customer projects that we are proud of, by visiting us at www.glennrobertson.ca and www.houzz.com/professionals/professional-organizer/glenn-robertson-design-pfvwus-pf~(phone hidden).

Pay: $23.00-$27.00 per hour

Benefits:

- On-site parking

Work Location: In person

📌 Office Administrator (Canada)
🏢 Glenn Robertson Design
📍 Canada