About the Role

Rhino Plumbing & Construction Inc. is seeking an organized, reliable, and proactive Office Manager to support the day-to-day administration and operations of our growing company.

This is a hands-on role that works closely with ownership, management, technicians, employees, clients, vendors, bookkeepers, and other external partners. The Office Manager is responsible for keeping internal systems organized, supporting payroll and bookkeeping processes, coordinating employees, maintaining business development records, and helping ensure the company runs efficiently behind the scenes.

The ideal candidate is comfortable managing multiple priorities, working independently, communicating with different stakeholders, and improving administrative processes as the company grows.

Key Responsibilities

- Manage Jobber, including client records, job information, scheduling, documentation, quotes, and internal updates.
- Coordinate payroll administration through ADP, including employee information, hours, payroll changes, and supporting documentation.
- Manage bookkeeping and accounting administration through the Better Books portal and coordinate required information with the bookkeeping team.
- Track employee reimbursements, payroll documentation, company expenses, and related administrative records.
- Support employee onboarding, employment agreements, benefits administration, company policies, and HR documentation.
- Maintain organized employee and company records.
- Provide executive and administrative support to company ownership and management.
- Maintain business development records, leads, contacts, opportunities, follow-ups, partnerships,



and client conversions.
- Communicate with technicians, clients, vendors, contractors, accountants, suppliers, and external service providers.
- Prepare reports, meeting agendas, spreadsheets, company documents, policies, procedures, forms, and templates.
- Assist with client complaints, disputes, documentation, and supporting records when required.
- Coordinate vendors, suppliers, business partnerships, software systems, and new company initiatives.
- Monitor administrative deadlines and ensure required information and documentation are completed.
- Help develop, document, and improve internal administrative and operational processes.
- Assist with general office management and other administrative duties as required.

Systems & Software

Candidates should be comfortable working with technology and learning new systems.

Our primary systems include:

- Jobber
- ADP
- Better Books Portal
- QuickBooks
- Microsoft 365
- Outlook
- Excel
- Word
- Teams
- Google Workspace

Qualifications

- Previous experience in office administration, office management, operations, executive assistance, or a related role.
- Solid organizational and time-management skills.
- Ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills.




- Strong attention to detail and documentation.
- Comfortable working with spreadsheets, reports, employee records, and business systems.
- Experience with Microsoft 365, particularly Outlook, Word, and Excel.
- Ability to work independently while communicating effectively with management and employees.
- Professional and confidential when handling employee, payroll, financial, and company information.
- Strong problem-solving skills and ability to take initiative.
- Experience with Jobber, ADP, QuickBooks, bookkeeping administration, payroll, HR administration, or the trades/construction industry is considered an asset.

What We’re Looking For

We are looking for someone who takes ownership of their work and enjoys creating organization in a busy environment. You should be comfortable following established procedures while also identifying opportunities to make systems and processes more efficient.

This position is well suited to someone who enjoys being involved in multiple areas of a business rather than performing one narrowly defined administrative function.

Work Environment

This position operates under a hybrid work model, with approximately 3 days per week in the office, unless another arrangement is agreed upon.

Rhino Plumbing & Construction Inc. is an equal opportunity employer. We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.

Pay: From $65,000.00 per year

Benefits:

- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- On-site parking

Work Location: In person

📌 Office Manager (Kanata)
🏢 Rhino Plumbing
📍 Kanata