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Office Assistant jobs in Nanaimo, BC

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    • Support and create implementation of new office systems as required.
    • Answer and direct office and client-related phone calls.
    • Responsible for administrative support duties including:
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    • Order and maintain office supplies.
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Job Post Details

Office Administrator - job post

Mount Benson Mechanical (1991) Ltd.
Nanaimo, BC
$22–$28 an hour - Part-time, Full-time

Job details

Pay

  • $22–$28 an hour

Job type

  • Part-time
  • Full-time

Shift and schedule

  • Overtime
  • Monday to Friday

Location

Nanaimo, BC

Full job description

About Mount Benson Mechanical

Mount Benson Mechanical specializes in commercial and multi-family projects on Vancouver Island offering full-service plumbing, fire protection, gas, and HVAC.

Helping build Nanaimo and the Island for the past 25 years, we have built a solid reputation for excellent customer service and a commitment to quality workmanship.

Requirements

We are looking for a reliable and detail-oriented Full-Time Office Administrator working for 30-40 hours per week. This role is ideal for an experienced administrative professional who enjoys working in a small-office environment and managing multiple priorities. This role will also support the creation of internal systems related to office operations, payroll, safety regulations compliance and HR compliance for a group of medium-sized companies.

On a flexible schedule within standard business hours from 8 am to 4 pm (Monday to Friday). The position is required to be in-person at our Nanaimo office.

Key Responsibilities

Office Administration

  • Organize and maintain electronic and physical files and office documents
  • Monitor and manage general administrative email inboxes
  • Answer and direct office and client-related phone calls
  • Support and create implementation of new office systems as required
  • Provide general administrative support to Accounting and Management as requested
  • Support basic bookkeeping activities like posting bills and invoices as directed
  • Prepare and send customer invoices (Time and Material/Long term contract) and maintain workflows related to work order and invoice tracking
  • Prepare employee contracts, amendments, and HR-related documentation
  • Manage and administer employee benefits
  • Prepare Records of Employment (ROEs) as directed
  • Support any ad hoc HR compliance requirements
  • Assist with regular payroll activities as directed by accounting staff

Compliance & Reporting

  • Prepare Statutory Declarations (Stat Decs) for customer contractual agreements
  • Complete WorkSafeBC (WCB) periodic reporting compliance for group companies
  • Report on Apprentice Skilled Trade hours and maintain related documentation
  • Administer and maintain the company’s safety management platform and prepare communications with safety regulatory authorities (e.g., WorkSafeBC).

Qualifications

  • Minimum 3+ years of experience in an administrative, or accounting support role, preferably in a small office environment
  • Working knowledge of basic bookkeeping and reconciliations
  • Experience with QuickBooks or similar accounting software
  • Familiarity with BC payroll, WCB requirements
  • Strong organizational skills with high attention to detail
  • Ability to manage confidential employee and financial information
  • Strong proficiency with Microsoft Office (Outlook, Word, Excel)
  • Ability to work independently and prioritize tasks effectively
  • Strong communication skills (written and verbal)
  • Time management and multitasking abilities
  • Professional, dependable, and detail-oriented
  • Comfortable supporting multiple companies for admin tasks simultaneously

Employment Standards & Equal Opportunity

This position is governed by the BC Employment Standards Act. Overtime, statutory holidays, and vacation entitlements will be provided in accordance with provincial legislation, where applicable.

We are an equal opportunity employer and encourage applications from all qualified individuals, including Indigenous peoples, persons with disabilities, members of visible minorities, and newcomers to Canada.

Pay: $22.00-$28.00 per hour

Work Location: In person

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