Office Administrator

**Overview**:
The **Front Office Administrator** is responsible for overseeing day-to-day administrative functions, supporting internal operations, and managing clerical tasks to ensure a smooth and efficient workplace. This role works closely with all departments to facilitate project needs, coordinate vendor relations, and enhance customer service delivery. **Purchase Order processing and travel coordination** are essential functions of the position. Due to limited public transportation, **access to a personal vehicle is required**.

**Key Responsibilities**

**1. Front Desk Management**
- Greet and assist office visitors professionally.
- Answer, screen, and route incoming calls and respond to general inquiries.

**2. Administrative & Clerical Support**
- Perform filing, copying, scanning, and other clerical tasks.
- Maintain a clean and organized office environment.
- Restock office and kitchen supplies as needed.

**3. Customer Interaction & CRM Management**
- Update and manage customer data in CRM (Microsoft).
- Schedule and confirm appointments with clients and vendors.

**4. Project Support & Material Coordination**
- Assist with sourcing and ordering materials for projects (e.g., washroom, aggregate, vac truck, bins, pole supports).
- Communicate with vendors and suppliers to meet project deadlines.

**5. Travel Coordination**
- Arrange travel, including flights, hotels, car rentals, and itineraries
- Maintain a comprehensive travel tracking spreadsheet
- Secure all necessary approvals and confirm booking details with travelers.

**6. Purchase Order Management**
- Create and issue purchase orders based on audited project budgets
- Ensure all PO-related documentation is complete and accurate.

**7. Vendor Compliance**
- Maintain and update the Master Vendor List and approvals
- Track and collect vendor compliance documentation.

**8. Courier & Documentation Oversight**
- Schedule and monitor domestic and international courier services.
- Manage internal documents such as Notices of Project, timesheets, and end-of-season records (filing, storage, shredding).

**9. Team & Office Support**
- Support the Office Manager and assist other teams with administrative needs.

Monday to Friday : 8:00 AM - 4:30 PM

**Requirements**:

- Minimum 2 years of administrative or procurement experience.
- Proficiency with Microsoft Office Suite - Excel, Word, etc.
- Strong attention to detail, organization, and follow-through.
- Excellent verbal and written communication skills.
- ** Valid driver’s license and access to a personal vehicle is required.**

**Qualifications and Education Requirements**
- Experience as an office administrator, office assistant, or relevant role.
- Post-secondary education
- Excellent knowledge of Microsoft Office Suite (Word, Excel, Outlook), and office management software (ERP etc.)
- Exceptional organizational and time management skills.
- Great attention to detail and high level of thoroughness.
- Excellent written and verbal communication skills.
- Great Customer Service Experience

**About Fer-Pal Construction Ltd.**:
Fer-Pal Construction is an entrepreneurial leader in water main rehabilitation services in North America. With a 30-year award-winning history of ensuring clean and safe water for municipalities in Canada and the USA, Fer-Pal continues to grow rapidly because of our leading-edge team, innovative technology, and customer excellence.

**Fer-Pal Company Mission**:
FER-PAL would like to create a long-term, sustainable, continuously growing, well-managed business.

FER-PAL will remain the predominant player in pipe rehabilitation - now and in the future.

FER-PAL must create and sustain a culture that prizes safety, family, quality products, workmanship, innovation, high profitability, professionalism, and great customer service.