Receptionist/Administrator at Woola in Coquitlam, British Columbia

Receptionist/Administrator

Location: Coquitlam, British Columbia

Ready to Join Team Woola? Are you ready to bring your A game every day? Woola is on the hunt for a bright, organized, and upbeat Receptionist/Administrator to help keep our office running smoothly and support our accounting team. At Woola, we’re more than a service provider — we’re a team, and like any strong team, we know our success depends on each other.

Who We Are: OUT WORK | OUT PERFORM | OUT PLAY As a trusted provider of HVAC, Plumbing, Electrical, Construction, and Generator Services, Woola serves a wide range of residential, commercial, and industrial clients. With a people-first, service-driven approach, we’re raising the bar in the trades industry. We’re looking for a front-line team player who will help us maintain that standard every single day.

The Opportunity As the Receptionist/Administrator, you’ll be the first point of contact for visitors, clients, and vendors, setting the tone for every interaction with your warm and professional presence. Alongside managing daily reception and administrative duties, you’ll provide essential support to our accounting department by assisting with accounts payable, accounts receivable, customer payments, vendor invoices, and administrative documentation. You’ll play an important role in keeping our office organized, supporting our financial processes, and helping our team operate efficiently. If you thrive in a fast-paced environment, love keeping things running like a well-oiled machine, and take pride in being the go-to person everyone can count on, this role is for you.

What You’ll Tackle
Reception & Office Administration

• Greet and assist visitors, clients, and team members with a friendly and professional attitude.
• Manage incoming calls, emails, and mail, ensuring messages are directed to the appropriate people promptly.
• Maintain a tidy and organized front office and reception area that reflects Woola’s professional and energetic culture.
• Support daily office operations, including managing deliveries and coordinating with vendors.
• Assist with preparing documents, maintaining company records, and organizing administrative files.
• Provide administrative support to the management team and other departments as needed.
• Support the customer service team when required.
• Take on additional administrative and organizational duties as assigned.

Accounting & Finance Support

• Provide administrative support to the accounting department with Accounts Payable (AP) and Accounts Receivable (AR) tasks.
• Assist with receiving, processing, and recording customer payments, ensuring supporting documentation is properly maintained.
• Receive, review, attach, organize, and file vendor invoices, ensuring they are directed to the appropriate team members for processing.
• Assist with tracking and organizing accounting documents and maintaining accurate electronic and paper filing systems.
• Assist with completing, collecting, and processing customer EFT (Electronic Funds Transfer) forms and customer setup forms.
• Assist with completing, collecting, and processing vendor application forms and maintaining accurate vendor records.
• Communicate with customers, vendors, and internal departments to obtain missing information and resolve routine administrative questions.
• Help ensure accounting documentation is complete, accurate, organized, and readily accessible.

What You Bring

• Experience: Entry-level position, we’ll teach you what you need to know!
• Communication Skills: Friendly, professional, and confident communicator, both in person and over the phone.
• Organization: Excellent attention to detail, with the ability to multitask, manage competing priorities, and keep records organized.
• Professionalism: A positive attitude, reliable work ethic, and polished presentation.
• Tech Savvy: Comfortable using Microsoft Office, including Outlook and Excel, or similar tools. Experience with accounting software is an asset but not required.
• Accuracy & Confidentiality: Careful handling of financial documents, customer information, vendor records, and other confidential business information.
• Team Spirit: A collaborative mindset and willingness to help wherever needed.

What’s in It for You?

• Competitive Pay: Compensation to match your skills and experience.
• Benefits: Comprehensive health, dental, and vision coverage.
• Paid Time Off: Enjoy paid vacation and sick days to maintain a healthy work-life balance.
• Growth Opportunities: Room to grow, develop new skills, and expand your administrative and accounting knowledge within a supportive, dynamic team.
• Company Events: Social events and outings to keep the team spirit strong.

Ready to Suit Up? If you’re ready to bring your energy, organization, attention to detail, and team spirit to Woola, we want to hear from you! Join a team where everyone plays a part in our success and gain valuable experience supporting both office operations and accounting functions.

Apply today and help us keep Woola running strong!