Administrative Assistant

Job Summary

Key Responsibilities

• Office Operations & Administration
• Oversee the day-to-day operations of the office.
• Serve as the primary point of contact for office-related inquiries.
• Coordinate office maintenance, repairs, and vendor relationships.
• Manage incoming mail, deliveries, and office correspondence.
• Organize meetings, office events, and employee activities as required.
• Purchasing & Inventory Management
• Process and track purchase orders (POs).
• Order office supplies, kitchen supplies, coffee, and other workplace essentials.
• Maintain appropriate inventory levels.
• Liaise with vendors and suppliers to ensure timely deliveries and resolve issues.
• Accounts Payable & Accounts Receivable Support
• Process invoices and support accounts payable activities.
• Assist with accounts receivable tracking and follow-up.
• Maintain accurate financial and administrative records.
• Coordinate with the Finance department regarding payments and invoicing.
• Submit expenses to Finance department.
• Administrative Support
• Maintain filing systems and office records.
• Prepare reports, correspondence, and other business documents.
• Support leadership with scheduling, travel arrangements, and special projects.
• Ensure compliance with company policies and administrative procedures.

Requirements

• Post-secondary Education in Business Administration or similar program, or a combination of relevant training and experience.
• 1-2 years of experience in a similar role, preferably in the construction industry.
• Excellent command of Microsoft Office Suite and Outlook applications.
• Knowledge of the construction industry.
• Experience managing office facilities.
• Knowledge of purchasing processes.
• Desired Profile
• Strong organizational and planning skills.
• Attention to detail.
• Proactive and resourceful.
• Ability to maintain accuracy in administrative and financial processes.
• Professional and approachable.
• Adaptable and flexible, with the ability to respond to changing business needs.
• Strong problem-solving skills.
• Bilingualism, French and English, would be considered an asset.

Benefits

• 4 weeks of annual vacation.
• Flexible group insurance program upon entry.
• Group RRSP with employer contribution to a Deferred Profit-Sharing Plan (DPSP).
• 24-hour access to a virtual doctor (telemedicine).
• Training and development programs.
• Employee assistance program.
• A company built on values of respect, integrity, and a job well done.
• Firm recognized as one of Canada’s Best Managed Companies.