Office Administrator Needed

BDA Inc., formerly Brown Daniels Associates Inc., is a construction company specializing in renovations and additions. It was founded in 1997 by Principals Brad Daniels and Toccar Brown. Brad and Toccar built the company on their core values, to work ethically, respect our business partners, and to build long-term relationships with our trades, consultants and clients. These values still form the foundation of our company today. BDA Inc. has grown from its humble beginnings to a staff of over 80, with projects valued at over $80 million. We are currently looking for an **Office Administrator** to join our team in Etobicoke, On.

**Responsibilities**:
The Employee’s key responsibilities include, but are not limited to:
**Front Desk Duties**
- Manage Couriers.
- Arrange tender and contract documents pickup and delivery.
- Receive, Open and Sort Mail.
- Schedule Meetings and Prepare rooms for meetings. Place weekly orders for lunch for Monday meetings.
- Update, Distribute and track office phone passwords, recording phone greetings.

**Facilities and Office Services**
- Close system access and accounts of exiting employees.
- Request assistance from the IT consultant if any problems raised by staff.
- Garbage/Recycling - maintaining supplies (yellow bags, recycling bags) and coordinating garbage/recycling pick up.
- Keys - organizing and tracking copies.
- Office Equipment - recording company message for phone system, coordinating service for equipment, sourcing new equipment as necessary.
- Office Maintenance - repairs, to do lists, tidying/cleaning and stocking kitchen (milk/cream, water, soft drinks, etc.), common areas.
- Manage coffee supplies and machine maintenance.
- Office Supplies - ordering and maintaining supply cabinets.
- Photocopying, scanning as necessary.
- Scanning - maintain/archive electronic files.
- Stationery - ordering supplies, etc.
- Track and manage service requests.
- Manage company vehicle registration.
- Drawings - Supplies for large format printer.
- Maintain a tool tracker for equipment used by Site.

**Administrative Duties**
- Prepare copies of documents for management team.
- Coordinate staff meetings.
- Set up new project folders and order startup documents including Bonds and Insurance Certificates.
- Review project contracts and prepare for signing and submission.
- Tracking Permits.
- Prepare and distribute corporate communications including staff Memo's/Bulletin's.
- Tracking and filing legal disputes and legal matters.
- Tracking and filing Insurance claims.
- Maintain company contact list.

**General Support Duties**
- Management Meetings.
- Verify executed Subcontracts/Purchase Orders before weekly cheque run.
- Vacation schedule/sick day tracking for both office and site staff.
- Coordinate company social events.
- Lunch order for the project review meetings, monthly office wide project review meeting and team barbeque lunch.
- Order gift baskets for the staff when required.
- Any administrative ad hoc tasks as assigned.

**Project Administration**
- Prepare the CCDC contracts for the projects.
- Review of the contracts before execution.
- Coordinate with clients for the document requirements.
- Renew expired project related documents.

**Subcontractor Pre-qualification**
- Maintain and update the subcontractor pre-qualification form as needed.
- Distribute the form to subcontractors for completion and submission.
- Track submissions under review and communicate final decisions to subcontractors in a timely manner.

**CRM Management**
- Act as the main POC for the CRM providers.
- Approval and payment of the invoices.
- Maintain the CRM workflow as the administrator.
- Database Maintenance as required.
- Any additional Tasks related to the platform.

**LinkedIn Management**
- Manage and publish all events and occasions listed in the LinkedIn content calendar.
- Create and share regular updates highlighting ongoing and completed projects.
- Ensure consistent engagement by maintaining a minimum of two relevant posts per week.

**Business Hours**: 8:00 am - 5:00 pm

**Location**: Etobicoke, On

**Reports to**: Director of Operations

**Qualifications**
- Bachelor's or College degree in Marketing or Construction Management would be an asset.
- 1-2 years of construction experience preferred.
- Strong multi-tasking ability.
- Detail Oriented.
- Exceptional organizational skills.
- Strong interpersonal skills.
- Excellent negotiating skills.
- Strong computer skills, emphasis on Microsoft Office, Microsoft Project, Excel.

If you are interested in this **Office Administrator** position, please send in your resume and you will be contacted directly.

Thank you for your interest and we look forward speaking with you

**WHY JOIN BDA?**
- Outstanding Benefits
- Semi-Flexible Work Schedule
- RRSP and Profit-Sharing Programs
- Professional Growth Opportunities
- Welcoming Professional Staff

**Job Types**: Full-time, Fixed term contract
Contract length: 15 months

Pay: $50,000.0