Office Administrator

Reports To: VP of Administration and Finance

Position Type: Full-Time

About Mountview Services Inc.

Mountview Services Inc. is a dynamic, year-round full-service landscaping company that takes pride in delivering quality craftsmanship, exceptional client service, and a strong team culture. We are currently seeking a reliable and detail-oriented Office Administrator to support our growing team by overseeing daily office functions, assisting with financial and administrative duties, and helping streamline operations across departments.

Position Summary

The Office Administrator plays a critical role in ensuring our administrative processes run smoothly and efficiently. This role includes managing general office operations, supporting financial processes such as accounts payable and receivable, and providing administrative support to the executive team. The ideal candidate will be highly organized, resourceful, and proactive, with a strong background in office and financial administration—ideally in the landscaping, construction, or service industry.

Key Responsibilities

Office Administration & Management

• Oversee day-to-day office operations, ensuring all administrative functions run efficiently.
• Manage office supplies and inventory; order and restock as needed.
• Answer incoming calls and emails in a courteous and professional manner.
• Maintain well-organized digital and physical filing systems.
• Provide administrative support for legal and accounting documentation, liaising with professionals as needed.
• Maintain the cleanliness and organization of the office and support property infrastructure needs.

Accounts Payable & Receivable (AP/AR)

• Process bills and vendor payments accurately and on schedule.
• Generate and send client invoices; follow up on outstanding payments.
• Collaborate with the Client Care team during contract renewals.
• Reconcile vendor statements and resolve discrepancies.
• Support cash flow management and ensure accurate expense tracking.
• Assist the VP of Administration and Finance with maintaining accurate financial records.

Financial & Data Support

• Assist in the preparation of financial reports, summaries, and documentation.
• Support budgeting and forecasting efforts by compiling and organizing relevant data
• Ensure compliance with internal financial policies and contribute to process improvements.
• Assist Client Care with preparing and invoicing clients.

Team Support

• Provide administrative assistance to the executive team, including managing communications and scheduling support when needed.
• Handle sensitive information with professionalism and discretion.
• Support internal communication efforts and assist in coordinating internal and external messages.
• Foster a positive and collaborative office environment, including supporting social functions and team initiatives.

Recordkeeping & Compliance

• Maintain accurate records for financial transactions, contracts, and employee files.
• Assist with internal audits and ensure documentation is up-to-date and compliant with company standards and legal requirements.

Qualifications

Education & Experience

• High school diploma required; post-secondary education in business administration, accounting, or a related field is an asset.
• Minimum 2 years of experience in office administration or a similar role, preferably in landscaping, construction, or a service-oriented business.
• Experience with QuickBooks Online, Microsoft Office Suite (especially Excel), Google Workspace (especially Sheets), and general office tools is required.
• Familiarity with AP/AR processes is Required

Skills & Attributes

• Highly organized with excellent time management skills.
• Strong written and verbal communication.
• High attention to detail, especially in financial tasks.
• Ability to work independently, manage competing priorities, and take initiative.
• Friendly and professional demeanor with strong customer service skills.
• Trustworthy, with the ability to handle confidential information responsibly.

Why Join Mountview?

• At Mountview Services Inc., we believe in fostering a collaborative and engaging work environment where team members are supported in their growth. This role is ideal for someone who enjoys working in a fast-paced environment, has a passion for organization and finance, and is eager to contribute to the continued success of a company that values its people.