Office Assistant

6 months ago

Mississauga, Canada Laumar Design Ltd. Full time

**Company Overview**:
Laumar Design Ltd. is a leading and reputable contracting company based in Mississauga. We are dedicated to delivering exceptional services to our clients across Ontario. With a commitment to quality and efficiency, we take pride in our dynamic team and strive for excellence in every aspect of our operations. As we continue to grow, we are seeking a highly skilled and motivated **Office Assistant** to join our team and contribute to the success of our projects and office operations.

**Position Overview**:
The Office Assistant will play a key role in ensuring the smooth and organized operation of our office environment. This position requires excellent communication skills, attention to detail, and the ability to multitask effectively. The Office Assistant will be responsible for providing administrative support to various departments within the organization. Duties may include but are not limited to answering phones, managing calendars, scheduling appointments, and organizing meetings. Additionally, the Office Assistant will assist with basic accounting tasks, such as processing invoices and expense reports and the planning, execution, and completion of construction and renovation projects.

**The responsibilities of the job include, but are not limited to, the following**:

- Schedule meetings, appointments, and conference calls for project managers and other staff members.
- Prepare and distribute documents, reports, and presentations as needed.
- Answer and direct phone calls in a professional and courteous manner.
- Greet clients, visitors, and vendors and assist them as needed.
- Communicate effectively with project managers, contractors, and other stakeholders to gather necessary information and address any questions or concerns.
- Coordinate client meetings and site visits and assist in preparing meeting agendas and materials.
- Maintain organized and up-to-date financial and employees’ records, both physical and electronic, ensuring confidentiality and security. Ensure compliance with accounting standards and company policies in record-keeping and documentation practices.
- Input and update project data into various databases and spreadsheets accurately and efficiently and ensure data integrity and accuracy by verifying information and making necessary corrections as needed.
- Maintain organized records of project details, including materials, labor costs, payments and timelines and ensure data integrity and accuracy by verifying information and making necessary corrections as needed.
- Maintain and organize project files, contracts, permits, and other documentation and assist with document preparation, including proposals, contracts, and change orders and ensure accurate and timely filing of documents both electronically and physically.
- Maintain organized and efficient office systems and procedures, including filing systems, record-keeping, and document management and develop and implement office policies and procedures to improve efficiency and productivity.
- Liaise with managers, subcontractors, suppliers and other stakeholders to gather necessary information and documentation to facilitate project coordination. Assist in coordinating project-related tasks, such as obtaining permits, scheduling inspections and meetings, ordering materials while ensuring compliance with regulatory requirements and maintain organized records of projects documentation, including contracts, permits, and change orders.
- Provide administrative support to project managers, including preparing meeting agendas, taking meeting minutes, and updating project documentation.
- Analyze project specifications, blueprints, and other documentation to determine material and labor requirements and collaborate with project managers and contractors to gather necessary information for preparing estimates.
- Prepare and present estimates to project stakeholders in a clear and professional manner and maintain documentation of all estimates, change orders, and revisions throughout the project lifecycle.
- Assist in preparing and monitoring project budgets, tracking expenses, and identifying variances. Collaborate with project managers to ensure accurate budgeting and forecasting for construction and renovation projects.
- Allocate resources, including manpower, equipment, and materials, effectively to ensure efficient project execution. Review and approve subcontractor and supplier invoices, ensuring accuracy and adherence to contract terms.
- Coordinate meetings, appointments, and travel arrangements for project managers and staff.
- Track project timelines and deadlines to ensure timely completion of tasks. Communicate project progress and updates to stakeholders, including clients, subcontractors, and senior management.
- Ensure compliance with safety regulations and company policies, promoting a safe work environment for all project stakeholders.
- Record and categorize day-to-day financial transactions, i

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