Office Administrator

Title Options: Office Administrator & Operations Coordinator

Employment Type: Full-Time, In Person

Location: Mississauga, ON

Company: Voyager Controls

About Voyager Controls

Voyager Controls is a fast-growing Building Automation Systems (BAS) contractor specializing in HVAC controls for new construction and retrofit commercial and industrial projects.

We are seeking a highly organized, detail-oriented Office Administrator & Operations Coordinator to backfill a critical role supporting office operations, warehouse coordination, project administration, and people operations. This position works closely with leadership, project teams, technicians, and vendors to keep daily operations running smoothly.

Key Responsibilities

Office & Operations Administration

• Manage daily office operations including email, phone communication, scheduling, and document control
• Organize and maintain office and warehouse spaces, including material handover coordination and tracking
• Arrange office and warehouse setup, material storage, and handover documentation
• Maintain structured digital and physical filing systems for POs, material handovers, contracts, drawings, and internal records
• Handle office daily requirement orders, supplies, and vendor coordination
• Plan office events, source vendors, and manage budgets

Procurement & Vendor Coordination

• Prepare, process, and track purchase orders (POs) for electrical equipment, controls hardware, wiring, and office supplies
• Place wire orders and electrical equipment orders with preferred vendors
• Track material deliveries, warehouse intake, and site handovers
• Maintain vendor records, pricing, and documentation
• Coordinate printing and preparation of mechanical drawings and site paperwork for onsite teams

Project & Systems Coordination

• Update and maintain Projects, including project scope updates and task tracking
• Support automation workflows for operations and internal processes
• Track project documentation including change orders, material usage, and scope alignment
• Coordinate with project managers, technicians, and suppliers to ensure smooth execution

HR, Payroll & Onboarding Support

• Coordinate interviews, schedule candidates, and conduct initial screening rounds
• Plan and execute onboarding for new employees, including documentation and system access
• Assist with payroll and expense reports for onsite teams
• Maintain personnel records, timesheets, and compliance documentation
• Support HR operations as the primary administrative contact

Safety, Compliance & Training

• Coordinate safety training for onsite teams
• Gather, organize, and maintain safety documentation and training records
• Support WSIB program compliance and basic reporting requirements
• Collect and manage safety-related information from field teams

Executive & Business Support

• Support leadership with operational reporting and administrative tasks
• Assist with website and social media requirements
• Handle confidential information with professionalism and discretion

Qualifications

• Proven experience in office administration, operations coordination, or project coordination
• Experience in construction, HVAC, BAS, or technical contracting environments preferred
• Strong organizational and multitasking skills in a fast-paced environment
• Proficiency with Microsoft Office (Excel, Outlook, Word, Presentation)
• Experience with Zoho Projects, Zoho Books, or QuickBooks is an asset
• Comfortable coordinating across office, warehouse, and field teams
• Strong communication skills and attention to detail
• Self-starter who can work independently and proactively

Compensation & Benefits

Salary based on experience

Dental, Vision, and Paid Time Off

Full-time, permanent position

In-person work environment

Job Types: Full-time, Permanent

Pay: $40,000.00-$50,000.00 per year

Benefits:

• Company events
• Dental care
• Paid time off
• Vision care

Application question(s):

• Describe your experience supporting operations within the construction industry.
• Describe your experience managing purchase orders, vendors, and material coordination.
• Describe your experience using Zoho Projects or similar project management systems.
• Describe your experience supporting payroll, onboarding, or HR administration.
• How do you stay organized when managing multiple tasks, deadlines, and stakeholders at the same time?
• What is your salary expectation?
• Are you able to commute to the office daily?
• Are you legally authorized to work in Canada?

Work Location: In person