Administrative Services Coordinator

2 weeks ago

Niagara Falls, Ontario, Canada Ferrovial Full time

Job Summary

The Office Manager plays a pivotal role in supporting business operations by undertaking administrative, clerical, data collection, and human resource support functions for the Contract Manager and project team.

This role encompasses a broad range of responsibilities, including administrative duties, document control, and reporting tasks specific to the project, as well as acting as a conduit between project operations and corporate directives.

The Office Manager is essential in ensuring the effective implementation of company policies, programs, and procedures, maintaining a close and responsive connection to the daily operations of the project, its management, and clients.

Key Responsibilities

  • Act as the HR liaison for project staff, handling HR-related queries, new hire processes, payroll setup, benefits enrollment, and onboarding.
  • Coordinate comprehensive new employee orientation sessions and ensure the accuracy and completeness of all new hire documentation.
  • Support various human resources-related functions, including the implementation and administration of policies and programs, employment, performance management, payroll, benefits, and training and compensation.
  • Manage employee lifecycle events, such as transfers, vacations, promotions, pay adjustments, and terminations, ensuring compliance with documentation.
  • Ensure document control and submission adhere to the Maintenance Standard Specification.
  • Demonstrate expertise with business systems, including procurement, financial reporting, and HR functionalities, and efficiently enter data, retrieve information, and generate reports to support project operations.
  • Prepare monthly reports in a timely, accurate manner, including client required reports, overtime, payroll, and financial reports, as well as work order activity reports.
  • Maintain confidential employee files and other project filing, including training and license records, and vendor insurance certifications.
  • Responsible for purchasing supplies, maintaining office equipment, rental, and vendor contracts.
  • Oversee the procurement process for all patrol yards across the project, ensuring efficiency and compliance.
  • Responsible for keying payroll hours and work activities for project employees in a timely and accurate manner.
  • Responsible for the administration of the project's accounts payable and petty cash account, including reconciliation, verification, and distribution.
  • Assist in the administration of the fleet management system, including data entry and invoice review.
  • Answer the hot phone and manage all inquiries, recording and tracking all requests to ensure all responses are made within contract requirements.
  • Responsible for taking and distributing minutes for the Joint Health and Safety Committee (JHSC) quarterly meetings, ensuring accurate documentation of discussions, decisions, and action items.
  • Respond to urgent inquiries, coordinating timely assistance as needed.
  • Required to be available for as needed for overtime.
  • All other duties as assigned.

Knowledge, Skills & Abilities

  • Ability to handle confidential information.
  • Ability to multi-task with accuracy, work independently with attention to detail and organization.
  • Proficient with Microsoft Office applications.
  • Ability to learn Timekeeping/HRIS system, excellent verbal, written, and interpersonal communication skills with an ability to communicate to all levels of management.
  • Very strong customer service orientation.
  • General clerical and office administration skills.
  • Ability to work in a high-volume, fast-paced changing environment.
  • Highly developed sense of safety awareness and perceptive ability.
  • Willing to commit to working injury free and have the ability to recognize hazards inherent in routine and non-routine tasks and make adjustments to avoid loss, injury, or accident.
  • Ability to communicate with co-workers safety instructions.
  • Ability to think clearly and focus on your safety in your immediate surroundings, while properly using equipment as instructed.

Education and Experience

  • High School Diploma or GED would be an asset.
  • Over 5 years of experience in administrative and/or human resources roles preferred.
  • A valid driver's license would be beneficial.

Work Conditions/Physical Demands

  • Regularly required to sit for extended periods.
  • Occasionally required to stand and walk for brief periods.
  • Frequent use of hands and fingers for handling or feeling and reaching with hands and arms.
  • Must have good vision for close work, distance viewing, color differentiation, and focusing adjustments.

Work Environment:

  • Primarily an office setting.
  • Typically experiences a moderate noise level.

Equal Opportunity Employer

Webber is an equal opportunity employer committed to diversity and inclusion and encourages applications from all qualified candidates, including those with disabilities. We will accommodate applicants' needs, upon request, throughout all stages of the recruitment process. Please inform us of the accommodation(s) that you may require. Information received relating to accommodation will be addressed confidentially.

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