Office Administrator

17 hours ago

Mississauga, Ontario, Canada Amro General Contracting LTD. Full time $45,000 - $65,000 per year

Position Summary

The Office Administrator / Coordinator will be responsible for ensuring smooth daily operations in the office and supporting project coordination activities. The role involves managing company documentation, scheduling meetings with clients and suppliers, following up on project deliverables, and maintaining organized filing systems. This position requires strong communication, organization, and multitasking skills to assist both management and project teams efficiently.

Key ResponsibilitiesAdministrative Duties

·       Maintain and organize all company files, including project documentation, contracts, invoices, and correspondence (digital and hard copies).

·       Manage incoming and outgoing communication (emails, phone calls, courier deliveries).

·       Prepare and format professional documents such as proposals, quotations, and reports.

·       Maintain records for company insurance, WSIB, vendor compliance, and other administrative documentation.

·       Track office supplies and coordinate purchases when needed.

Project Coordination & Client Support

·       Schedule and coordinate meetings with clients, subcontractors, and suppliers.

·       Prepare meeting agendas, take minutes, and follow up on action items.

·       Assist project managers with project tracking, timelines, and document submissions.

·       Follow up on material deliveries, quotes, and purchase orders.

·       Maintain a shared log for project correspondence, RFIs, submittals, and follow-ups.

Communication & Reporting

·       Act as the point of contact for office-related inquiries and project updates.

·       Prepare weekly summary reports for management (status of documents, meetings, and follow-ups).

·       Support HR and payroll with attendance sheets, timesheets, and employee documentation.

·       Coordinate between accounting and project departments for invoices, receipts, and expense reports.

Compliance & Record Keeping

·       Ensure that safety, AODA, and COR documentation are properly maintained and updated.

·       File subcontractor agreements, insurance certificates, and WSIB clearance letters.

·       Track expiration dates for company and subcontractor documentation and send reminders.

Qualifications

·       Diploma or degree in Business Administration, Office Management, or related field.

·       Minimum 2 years of administrative experience in construction or related industry preferred.

·       Strong organizational and multitasking abilities.

·       Excellent written and verbal communication skills.

·       Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

·       Familiarity with document management and project coordination tools (e.g., , Zoho, Procore) is an asset.

Soft Skills

·       Detail-oriented with a high sense of responsibility.

·       Able to work independently and manage multiple priorities.

·       Professional and courteous communication with clients and vendors.

  • ·       Strong problem-solving and follow-up capabilities.

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