Assistant Office Manager

Job Location: Carp, ON (West Ottawa)
Work Model: In-Office
Employment Type: Full-Time
Working hours: Full-time. Ideally, the candidate is flexible with hours during snow events, when call volume and dispatching needs peak.

What the Client Offers

Hourly rate of $30 to $35 (approximately $62,000 to $73,000 per year based on a 40-hour week), with an annual performance review and an annual bonus program.

A long-term role with a growing company where you are meant to take on more responsibility over time, not a seasonal or short-term position.

A relaxed, informal office atmosphere. The team jokes around and keeps things light when it is quiet, and gets serious when the phones are ringing.

Direct mentorship from the current Office Manager, who has run the office for years and will train you on every part of the operation.

About the Hiring Company

Our client is an established, owner-operated snow removal and landscaping company serving roughly 11,000 residential and commercial clients in the Ottawa area. The business runs year-round, with a small office team in the summer that grows to five or six people during the winter season. It is a hands-on, no-nonsense environment run by owners who reward loyalty and good work.

Role Overview

Our client is looking for an Assistant Office Manager to work alongside the Office Manager, learn every part of how the office runs, and take ownership of day-to-day operations. The goal is for this person to be able to run the office independently when the Office Manager is away, supervise the office staff, and grow with the company as it expands.

Key Responsibilities

Process client payments and verify that every account is billed correctly according to the client's service and pricing codes (driveway type, walkways, sidewalks, discounts and add-ons).





Review sign-ups and paperwork completed by office staff and catch pricing or data-entry errors before they reach the bookkeeper.

Handle client calls and client relations, including sign-ups, service questions and complaints, with a calm and confident manner during high-volume snow days.

Log, prioritize and follow up on property damage claims, assign repairs to crew members, and confirm each item is completed and closed out.

Dispatch snow removal equipment during storms: prioritize incoming calls, identify the nearest driver and coordinate route changes using the company's GPS and routing tools.

Build and maintain equipment maintenance records in Excel, transferring existing paper logs into a tracking system and keeping maintenance schedules current.

Supervise and support the office staff, answer their day-to-day questions, and act as the point person when the Office Manager is unavailable.

Qualifications

Required

Minimum 1 year of experience in operations, office management or administrative management, or in a related role within a blue-collar or industrial environment (for example, a car dealership, plumbing or trades company, or service business).

Strong attention to detail. You notice when a number is off and you double-check the work of others.

Comfortable on the computer and willing to learn a CRM, payment processing and routing software, with solid Excel skills.

Natural confidence and common sense. You can make a decision, give direction to others and find the answer yourself before asking.

Able to multitask, prioritize and follow through in a quick-paced environment, especially during winter storms.

Professional and personable on the phone and in person with clients.

Preferred

Experience supervising or leading a small team.

Experience with dispatching, scheduling or routing.

Background in snow removal, landscaping, trades, transportation or another seasonal service business.

Please reach out with any questions you have and we'll get back to you.

📌 Assistant Office Manager - $62K-$73K - On-Site - Ottawa, ON
🏢 Inner Circle Agency
📍 Ottawa