Office Administrator - Ottawa - Trim It All Inc.

    Trim It All Inc.
    Trim It All Inc. Ottawa

    1 week ago

    Description

    Trim It All Inc. is a full-service trim, millwork, cabinetry, and interior door supply-and-install company serving residential builders and contractors throughout the Ottawa region. Our operations rely on accurate documentation, disciplined processes, and timely billing to ensure projects run smoothly and work completed is paid correctly and on time

    Trim It All is seeking an experienced and dynamic professional to join our team as an Office Administrator. This is a full-time, permanent position.

    Reporting to the Controller, the Office Administrator- Billing & PO Compliance plays a critical role in protecting company revenue by ensuring all work completed is accurately captured, invoiced, documented, and submitted according to builder requirements and deadlines.

    This position is responsible for reviewing builder purchase orders (POs), scopes of work, summaries, and progress billing information; identifying discrepancies or missing items; coordinating corrections through persistent follow-up; and preparing accurate invoices for builder submission. The role requires strong attention to detail, confidence questioning inconsistencies, and the discipline to follow documented procedures every time.

    Key Responsibilities

    • Review builder purchase orders received through portals or email
    • Compare POs against scopes of work, option summaries, change information, and internal documentation to confirm all billable work is captured
    • Navigate multiple builder portals to confirm the latest and correct PO version is on file
    • Identify missing POs, discrepancies, or inconsistencies and initiate follow-up for correction

    Billing & Invoicing

    • Prepare and create invoices for builders, including standard and progress billing where required
    • Gather required information from Project Managers and Sales Team to support progress bill submissions
    • Ensure invoices include correct: PO number, description of work, invoice date and due date, amounts aligned with approved documentation.
    • Submit invoices for Controller review and approval prior to sending to builders
    • Proactively follow up on missing, incorrect, or delayed information
    • Escalate issues when responses are delayed; use phone follow-up when email is ineffective.
    • Communicate clearly and professionally with internal team members and builder contacts to resolve discrepancies

    Documentation & Process Compliance

    • Upload and organize all supporting documents (POs, invoices, approvals) into Stack and internal drives following established file-naming and documentation procedures
    • Attach required POs and backup documentation to invoices
    • Document completed invoicing in tracking systems and calendars to confirm deadlines are met.
    • Follow established work procedures consistently and accurately

    Deadline Management

    • Respect strict invoicing deadlines, understanding that delays directly impact cash flow.
    • Prioritize workload to ensure time-sensitive billing is completed on schedule

    Key Qualifications

    • Minimum 5 years experience in an office administration, billing, or construction-related administrative role (or equivalent combination of experience and demonstrated capability).
    • High school diploma required, a degree in business administration or office management is an asset.
    • Experience working with purchase orders, invoices, and structured approval processes.
    • Comfort working across multiple systems and builder portals.
    • Strong attention to detail and ability to spot inconsistencies.
    • Confidence to question information, verify details, and follow up persistently.
    • Strong organizational skills and ability to follow documented procedures.
    • Clear written and verbal communication skills
    • Willingness to pick up the phone to resolve issues when needed

    Systems & Tools

    • Experience with QuickBooks or similar accounting/invoicing software
    • Experience with internal document systems (Stack), shared drives, Google Sheets, and Outlook.
    • Comfortable using spreadsheets and tracking tools to document status and workflow (advanced Excel skills not required)

    Personal Attributes

    • Naturally curious and detail-driven — notices when something "doesn't look right."
    • Accountable and deadline oriented
    • Professional, confident, and respectful when communicating internally and externally.
    • Proactive "go-getter" mindset with a strong sense of ownership

    Compensation

    • Salary range: $40,000- $60,000 per year, based on experience.
    • Stable, permanent role in a growing construction business

    We thank all applicants for their interest; however, only those selected for an interview will be contacted.

    Trim It All is an equal opportunity employer and accommodates people with disabilities throughout the recruitment and selection process.


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