Ambitious Realty Advisors Inc., Brokerage jobs in Hamilton, ON

Position Summary

The Office Administrator plays a key role in supporting the day-to-day operations of the branch. This position serves as the administrative hub of the office, providing support across accounting, customer service, office coordination, and operational administration.

The successful candidate is highly organized, detail-oriented, and customer-focused, with the ability to manage multiple priorities while maintaining accuracy and professionalism. Working closely with branch leadership, sales, operations, and customers, the Office Administrator helps ensure efficient branch operations and an exceptional customer experience.

Key Responsibilities

Accounting & Financial Administration

• Process accounts payable transactions, including coding, allocation, and recording of vendor invoices.
• Process accounts receivable transactions, customer payments, and credit card sales.
• Prepare and issue customer invoices and assist with collections activities as required.
• Reconcile invoices, purchase orders, shipping documents, and supporting records to ensure accuracy.
• Track project-related costs, including freight, brokerage, product costs, and credits.
• Assist with month-end reporting, reconciliations, accruals, and other accounting activities.
• Support inventory-related transactions and branch transfer reconciliations.

• Serve as the first point of contact for visitors, customers, vendors, and employees.
• Answer and direct incoming calls and inquiries in a professional and timely manner.
• Prepare, process, and maintain customer and vendor documentation, including invoices, acknowledgements, packing slips, and tracking information.
• Coordinate customer setup and credit approval documentation.
• Organize and maintain electronic and physical filing systems.
• Manage office supplies, kitchen inventory, and general office requirements.
• Assist with preparing reports, presentations, and business documentation as required.

Customer & Team Support

• Deliver exceptional customer service to internal and external stakeholders.
• Liaise with customers, vendors, sales teams, warehouse personnel, and other departments to resolve issues and ensure timely follow-up.
• Assist with branch communications, meetings, events, and employee activities as required.
• Support branch leadership and team members with general administrative activities.
• Maintain a professional, welcoming, and organized office environment.

Operations Support

• Assist with inventory administration and inventory count processes.
• Support shipping, receiving, and logistics documentation requirements.
• Monitor operational documentation and ensure records are accurate and complete.
• Identify opportunities to improve administrative processes and operational efficiency.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Post-secondary education in Office Administration, Business Administration, Accounting, Bookkeeping, or a related field is considered an asset.
• Minimum 3 years of experience in an administrative, office coordination, or office management role.
• Experience with accounts payable, accounts receivable, invoicing, or bookkeeping is preferred.

Skills & Competencies

• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong customer service and relationship-building abilities.
• Intermediate proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Experience with accounting or ERP software is considered an asset.
• Ability to work independently while contributing to a collaborative team environment.

What Success Looks Like

• Creating a seamless office experience – ensuring the branch operates efficiently through well-organized administrative processes, accurate documentation, and proactive coordination of daily office activities.
• Delivering accurate and timely financial administration – processing invoices, payments, reconciliations, and month-end activities with a high degree of accuracy and attention to detail.
• Providing exceptional customer and stakeholder support – becoming a trusted first point of contact for customers, vendors, and employees through responsiveness, professionalism, and effective problem resolution.
• Building strong internal partnerships – developing collaborative relationships with sales, operations, warehouse, and regional teams to support business objectives and ensure smooth branch operations.
• Maintaining a high standard of organization and accountability – keeping records, files, reporting, and office systems current, accurate, and audit-ready while consistently meeting deadlines and commitments.
• Driving operational efficiency and continuous improvement – identifying opportunities to streamline processes, improve workflows, and enhance the overall effectiveness of branch administration.
• Contributing to a positive workplace culture – demonstrating professionalism, ownership, teamwork, and a service-oriented approach that supports employee engagement and overall branch success.