Overview

Position Summary

The Office Administrator is responsible for managing the high-level day-to-day administrative operations of the division, ensuring efficiency in office functions, record-keeping, and internal communication. This role provides essential support to the Division Manager handling clerical, financial, and human resource-related tasks to keep the division running smoothly.

Responsibilities  

Direct and manage office administrative workflows, assess existing processes and introduce improvements when needed.
Set operational priorities, including assigning tasks, and ensure timelines, standards, and procedures are consistently met
Manage and coordinate office services, including workspace arrangements, supplies, equipment including disposal, maintenance, parking and security services.
Support administrative functions related to budgeting, contracting, and project planning and management.
Assist in preparing the operating budget and monitoring the budget.
Maintain and update office records, including contracts, permits, licenses, safety compliance, inspections, and regulatory requirements as well as and training sessions,
Handle correspondences, phone calls and mails, both regular and electronic, and coordinate the flow of information internally and with external parties.
Compile and analyze data, and produce scheduled and ad-hoc reports, to support management in decision-making.
Maintain both manual and computerized information filing systems. This includes assisting with invoicing, billing, expense tracking and compiling employee timesheets.
Organize meetings, distribute necessary documentation and record the minutes. Manage appointments and meetings for the employer, including travels.
Supervise and train office staff on procedures, processes and the use of current softwares.

Qualifications & Skills

Post-secondary education
Strong language skills – English
At least 2 years’ supervisory experience in office administration, bookkeeping, and/or business operations
At least 1 year’s experience in construction/site-development industry
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Knowledge of accounting software, payroll processing and HR procedures is an asset
Ability to multitask and prioritize responsibilities in a fast-paced environment
Strong organizational skills and attention to detail
Strong communication and problem-solving skills
Able to drive, has own vehicle
Teamplayer

Position Structure & Reporting

Reports directly to the Division Manager.
Works closely with the Division Manager for administrative and operational coordination.
Provides support to internal and field staff.
Liaises with external vendors and service providers.

Compensation Package

Rate: $30.77/hr
Overtime:  $46/hr after 44 hours/week
6% vacation pay
Benefits package after 90 days. That includes extended health and dental coverage.
In-person working arrangement
Paid on-the-job training and education opportunities