Administrative Assistant

2 weeks ago

North Bay, Canada Fowler Construction Company Limited Full time

**Administrative Assistant - CDMC**

**Business Unit: Contractor Directed Maintenance Contract (CDMC)**

**The Opportunity**
Fowler Construction is seeking a detail-oriented **Administrative Assistant** to support CDMC operations through accurate reporting, contract administration, payroll coordination, and financial tracking. This role plays a key part in ensuring contract compliance, information flow between field and office teams, and timely submission of documentation required by the Ministry and internal stakeholders.

**Key Responsibilities**
- Provide administrative support to CDMC Management, ensuring contract documentation, records, and reporting requirements are completed accurately and on time.
- Coordinate and track incident reports, patrol diaries, and contract-required submissions, ensuring compliance with specifications and deadlines.
- Support contract administration through data entry, quantity tracking, and information management using applicable software systems.
- Assist with payroll administration, including data entry, verification, and facilitation of corrections.
- Prepare invoices, track time and materials, process holdbacks, and support AP/AR entries related to CDMC operations.
- Monitor aging reports and follow up on outstanding items to support financial accuracy and cash flow.
- Support fleet and equipment administration by ensuring coding, documentation, and reporting requirements are met.
- Maintain professional communication with Ministry representatives, field staff, and the public, responding to inquiries and complaints in a timely and courteous manner.
- Facilitate correspondence and information flow between office staff, field teams, and contract administrators.
- Organize, distribute, and file documentation in accordance with company and contract standards.
- Perform additional administrative duties as assigned to support operational efficiency.

**Qualifications**
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
- Accounting or financial administration experience considered an asset.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to prioritize, multitask, and manage deadlines.
- Self-motivated, detail-oriented, and able to work independently in a fast-paced environment.
- Adaptable to new technology and evolving processes.
- Valid driver’s license required.

**Work Conditions**
- Occasional travel to sites may be required.
- Regular interaction with employees, management, Ministry representatives, and the public.
- Extended periods of sitting and computer-based work.
- Weekend or statutory holiday work may be required to support payroll or contract deadlines.
- Fowler Construction is an equal opportunity employer committed to diversity and inclusion. Accommodations are available upon request during the hiring process._

**Job Types**: Full-time, Permanent

Expected hours: 40 per week

Work Location: In person

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