Administrative Officer

VINCI Construction Grands Projets Canada, part of the VINCI Group, is hiring an Administrative Officer for the Pickering Nuclear Generating Station Refurbishment Program.

The program involves designing and building a new deep-water intake in Lake Ontario to improve the plant's cooling system. This includes a 5 km-long tunnel, two vertical shafts, and an offshore modular intake structure, all near a nuclear site requiring rigorous safety and coordination standards.

The role ensures smooth administrative processes and supports project teams efficiently.

• Manage employee timesheets – ensure accuracy, completeness, and deadlines.
• Monitor compliance and follow up with teams.
• Organize onboarding activities and coordinate orientation sessions.
• Manage background checks and OPG compliance documents.
• Coordinate company cars (if applicable).
• Arrange travel logistics including flights, hotels, and transportation.
• Set up IT equipment (laptops, phones, access).

• Prepare and compile documentation for client invoicing.
• Ensure billing documents are accurate and meet contractual requirements.
• Collect backup information such as timesheets and approvals.
• Supervise goods/services receipt in the procurement system.
• Collect delivery notes or service completion forms.
• Support invoice reconciliation (3‑way matching).
• Identify and follow up on discrepancies with vendors and stakeholders.

• Manage office supplies and recurring orders.
• Ensure smooth day‑to‑day operations and a well‑organized environment.

• Diploma in Accounting, Office Administration, Human Resources, or related field.
• Minimum 3 years of experience, preferably in a construction project environment.
• Strong organizational and multitasking skills.
• Attention to detail and ability to follow processes.
• Good communication skills and team‑oriented mindset.
• Proactivity, autonomy, and task prioritization.
• Basic knowledge of administrative, HR, procurement, or accounting processes is an asset.
• Proficiency in Microsoft Office (Excel, Word, Outlook).

• Annual gross compensation ranging from CAD 50,000 to CAD 60,000, depending on experience and profile.
• 4 vacation weeks and 3 paid emergency/sick days.
• Annual bonus.
• Group Health Insurance (premium participation including virtual health care).
• Career development opportunities.
• A cosmopolitan and inclusive work environment.
• An attractive and challenging project.