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