Office Administrator

Job Overview
We are seeking a detail-oriented and organized Office Administrator to join our team. This role is vital in ensuring the smooth operation of our office by managing administrative tasks, supporting staff, and providing excellent customer service. Prior experience in construction office settings is a plus, but not required. The ideal candidate will have strong computer skills, experience with office management software, and a professional demeanor to handle front desk responsibilities efficiently.

This position offers an opportunity to work in a dynamic environment where organizational skills and attention to detail are highly valued.

Responsibilities
You will play an important role in keeping the office running smoothly while also supporting critical operational and preconstruction activities across multiple teams.

Duties include:

Manage office reception and communications, phone, email, mail, and general inquiries
Provide administrative support to Eastern Canada operations
Manage office supply inventory, facilities, maintenance, and equipment needs
Coordinate meetings, calendars, travel, and office logistics
Maintain organized filing systems and ensure accurate document control and record keeping.
Process invoices, track office expenses, and support budgeting
Organize office events, meetings, and internal communications
Support onboarding, workspace setup, and IT coordination
Collect and submit weekly employee timesheets to Head Office in line with payroll deadlines.
Take meeting minutes and track action items for operations meetings
Assist Project Managers, Estimators, and Project Administrators with administrative needs
Support onboarding activities including workspace setup, system access, and equipment coordination.
Assist with regional reporting, documentation, and administrative initiatives as required.
Support Business Development by maintaining CRM data, client lists, and opportunity tracking
Coordinate event registration (conferences, trade shows, networking events)
Support Linked In, website, and other social media updates for business development activities
Support prequalification submissions and documentation updates including project sheets and employee resumes

Experience
3+ years of administrative experience (construction or project-based environment preferred)
Post-secondary education in Business Administration, Office Administration, or related field is an asset.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)
Strong computer skills with the ability to learn new software quickly
Excellent organizational skills with keen attention to detail
Effective data entry skills with high accuracy and typing speed
Exceptional customer service skills with professional phone etiquette for handling multi-line phone systems
Ability to multitask efficiently in a fast-paced environment while maintaining professionalism
Strong proofreading skills for document accuracy and clarity
Ability to manage filing systems and perform basic bookkeeping tasks effectively

This position requires a proactive individual who can handle multiple responsibilities with professionalism and efficiency. Prior experience in office administration or construction settings will be advantageous in contributing to our team's success.

Benefits:
Dental care
Extended health care
Life insurance
On-site parking
Paid time off
RRSP match
Vision care