Office Manager

FuseSmart Electric is a Calgary, Alberta-based electrical contracting company founded in 2024. The company provides residential and commercial electrical services throughout Calgary and surrounding communities.

Our core philosophy is straightforward: “Electrical Done Right. People Treated Right.” The company emphasizes quality workmanship, electrical safety, honest pricing, and professional customer experience.

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Office Manager to oversee daily administrative operations, bookkeeping, customer service, and scheduling. This individual will play a key role in keeping our business running smoothly by managing schedules, maintaining accurate financial records, coordinating service calls and projects, and providing exceptional customer service.

The successful candidate will be exceptionally organized, dependable, and capable of managing multiple responsibilities independently. They will take ownership of tasks from start to finish, anticipate potential issues, maintain efficient systems, and ensure deadlines and follow-ups are consistently met.

This role requires someone who takes pride in accuracy, efficiency, and organization, with the ability to prioritize competing demands while maintaining a high standard of work. The ideal candidate is a strong communicator who enjoys creating structure, improving processes, and ensuring nothing falls through the cracks.

Key Responsibilities

Office Management & Administration

• Oversee daily office operations and ensure administrative processes run efficiently.
• Develop, maintain, and improve organizational systems, procedures, and workflows.
• Maintain accurate digital files, customer records, project documentation, and company databases.
• Track outstanding tasks, deadlines, follow-ups, and deliverables to ensure nothing is overlooked.
• Provide administrative support to management and team members as required.
• Identify opportunities to improve efficiency, communication, and overall business operations.

Bookkeeping & Financial Administration

• Maintain accurate bookkeeping records and organize financial documentation.
• Process and track invoices, customer payments, expenses, and accounts payable and receivable.
• Prepare and issue invoices and follow up on outstanding payments as needed.
• Assist with bank and account reconciliations.
• Maintain organized records for expenses, receipts, and project-related costs.
• Assist with financial reporting and provide accurate information to management.
• Ensure financial records are current, complete, and properly organized.

Scheduling & Operations Coordination

• Schedule customer appointments and coordinate daily service calls for technicians.
• Manage project scheduling for contractors, renovation companies, and other clients.
• Coordinate schedules, resources, and timelines to support efficient project completion.
• Prepare and submit permit applications for residential and commercial projects throughout Calgary and the surrounding areas.
• Coordinate municipal inspections and monitor permit and inspection requirements.
• Proactively identify scheduling conflicts, adjust appointments, and communicate changes promptly.
• Maintain accurate scheduling, permit, and project records within company systems.
• Track project progress, upcoming deadlines, and outstanding requirements to keep work moving forward.

Customer Service & Communication

• Serve as a primary point of contact for customers, contractors, technicians, and other stakeholders.
• Respond to customer inquiries professionally, promptly, and courteously by phone and email.
• Coordinate service requests, communicate appointment details, and provide project updates.
• Handle scheduling changes and customer concerns with professionalism and care.
• Build positive customer relationships through reliable communication and consistent follow-through.
• Ensure customers and team members have the information they need when they need it.

Marketing & General Business Support

• Coordinate with the marketing consultant regarding content requirements, project updates, and promotional materials.
• Gather project information, photos, and other materials needed for marketing initiatives.
• Assist with general business administration and special projects as required.

Required Skills & Qualifications

• Previous experience in office management, administration, bookkeeping, scheduling, or operations coordination. At least 2 years of experience.
• Strong bookkeeping knowledge, including invoicing, expense tracking, and accounts payable and receivable. At least 2 years of experience.
• Proven customer service skills with excellent written and verbal communication.
• Experience coordinating appointments, service calls, projects, or contractor schedules.
• Exceptional organizational skills and outstanding attention to detail.
• Strong time-management skills and the ability to prioritize competing deadlines.
• Proficiency with Microsoft Office, Google Workspace, and digital scheduling and recordkeeping systems.
• Ability to learn new software and business processes quickly.
• Strong problem-solving skills and the ability to work independently in a remote environment.
• A high level of professionalism, accountability, and discretion when handling customer and financial information.
• Experience with bookkeeping software, permit applications, municipal inspections, or the construction and renovation industry would be considered an asset.

The Ideal Candidate

We are looking for someone who is:

• Exceptionally organized: Maintains structured systems, accurate records, and well-managed schedules.
• Detail-oriented: Double-checks work, catches errors, and understands the importance of accuracy.
• Proactive: Anticipates potential issues, follows up without being reminded, and takes initiative.
• Accountable: Takes ownership of responsibilities and sees tasks through to completion.
• An effective multitasker: Manages bookkeeping, scheduling, customer inquiries, and administrative priorities without losing sight of important details.
• An excellent communicator: Communicates clearly, professionally, and promptly with customers and team members.
• Process-driven: Uses calendars, checklists, reminders, and documented procedures to stay organized and on track.
• Self-motivated: Works effectively with minimal supervision and can be trusted to manage daily responsibilities in a remote environment.

We are looking for someone who takes pride in keeping a business organized and running efficiently. Strong follow-through, reliability, and the ability to manage details independently are essential to success in this role. There will be some travel required for in person meetings, which take place once or twice a month.

What We Offer

• A remote work environment with the opportunity to take ownership of key business operations.
• A varied role combining office management, bookkeeping, customer service, and scheduling.
• The opportunity to contribute directly to the efficiency and growth of the business.
• A collaborative working relationship with management, technicians, contractors, and external partners.

How to Apply

If you are an organized and dependable professional who enjoys keeping a business running smoothly and takes pride in accuracy, efficiency, and outstanding customer service, we encourage you to apply.

Please submit your resume along with a brief introduction outlining your experience in bookkeeping, scheduling, customer service, and office administration to [email protected].

We look forward to finding an Office Manager who will bring structure, reliability, and exceptional organizational skills to our team.

Pay: $52,000.00-$55,000.00 per year

Experience:

• Bookkeeping: 2 years (required)
• Office administration: 2 years (required)

Location:

• Calgary, AB (required)

Work Location: Remote