Office Administrator — Concrete Cutting & Coring Company

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Location: Waterloo, ON — full-time, in-person in our office

Job Type: Full-time

Schedule: Monday to Friday, 9:00 AM – 6:00 PM with 1 hour lunch. Some flexibility around traffic is available e.g. 7AM - 4PM — exact hours will be discussed and agreed on.

Anticipated Start Date: Monday, August 3rd, 2026

About Us

Lion's Concrete Cutting & Coring has been serving Southwestern Ontario since 2015. We work with commercial, industrial, and residential contractors, offering wall sawing, floor sawing, concrete coring, hand sawing, and concrete scanning.

We're growing and building out our office systems. We need someone reliable, sharp, and organized to run the day-to-day in our Waterloo office.

The Role

You'll be the person in our office keeping things moving. Crew members come in and out all day, phones ring, paperwork needs handling, and clients need to be followed up with. We need someone who can manage the daily must-do tasks and notice what else needs attention without being told.

Your training will be led remotely by an operations consultant who has spent the past year systematizing and organizing our office systems. Day-to-day, though, you'll be working independently in the office — you need to be comfortable managing your own time and priorities without someone standing over your shoulder.

Standard Daily Tasks

• Answering phones and making calls to suppliers or customers as needed
• Entering new jobs into our scheduling system
• Collecting, organizing, and correctly naming work order files
• Following up on overdue invoices and updating our collections sheet
• Preparing and sending weekly invoices to clients
• Managing our office email inbox and the A/R inbox
• Assisting the crew by putting out equipment they need or calling around for replacements/additional supplies
• Keeping coffee/water and other office items stocked
• Keeping the office space neat and tidy
• Writing up documentation (SOPs) on how things are done/keeping existing SOPs updated

Proactive Responsibilities

This is just as important as the task list above. We need someone who:

• Notices when supplies are running low (log books, office supplies, etc.) and orders them before we run out
• Looks around the office and shop, sees what needs to be done, and does it — without waiting to be asked
• Flags problems or gaps in our systems instead of just working around them
• Can tell the difference between "this has to get done today" and "I will do this on X day when it's slower," and manages their day accordingly
• Look for areas where you can keep things organized and running smoothly, make improvements

Technology You'll Need to Be Comfortable With

• Google Drive (Docs, Sheets)
• Microsoft Word and Excel
• Video calls (Zoom, Google Meet, or similar)
• Virtual phone system (we use Quo)
• Comfortable writing clear, step-by-step documentation (we build SOPs for every task)

Who We're Looking For

• Excellent written and verbal communication — you can give a clear, complete update without someone having to chase you for details
• Able to give consistent, clear reports on your work — what got done, what's outstanding, and what needs attention, without being asked
• A self-starter who genuinely enjoys having a busy day where they get a lot done
• You're organized enough to build your own routines and stick to them
• Able to prioritize on your own and work independently for long stretches
• Comfortable asking smart questions when something is unclear — but also comfortable trying to figure it out first
• NOTE: Previous experience helping with office administration would be great but if you're transitioning from another line of work and think you'd be great at this we want to hear from you too!

Training & Support

You'll be trained using a lot of recorded screen-share videos and written SOPs, led remotely by the person who has spent the past year systematizing and organizing our office systems, with regular check-ins along the way. We're building this office to run on clear documentation, so you'll also help keep that documentation current as you learn.

Hiring Process

• Apply. We'll review applications as they come in.
• Screening questions. If your application looks like a good fit, we'll send you a few screening questions to answer verbally. You'll just tap to record and speak your answers into your phone or computer, no typing required.
• Interview. If that goes well, we'll set up a remote interview over Google Meet or by phone.
• Start date. We're aiming for a start date of Monday, August 3rd.

Pay: $50,000.00-$55,000.00 per year

Benefits:

• On-site parking

Application question(s):

• Please tell us why you think you'd be a great fit for this role!

Work Location: In person