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Administrative Assistant

2 weeks ago

Gatineau QC JY L, Canada Defran inc. Full time

Entreprise spécialisée en construction et en gestion de projets, est à la recherche d'une adjointe administrative organisée, polyvalente et proactive pour soutenir l'équipe dans la préparation des soumissions, la gestion administrative et le suivi des projets.

Responsabilités principalesGestion des soumissions & appels d'offres

  • Lire, analyser et extraire les informations nécessaires des documents d'appel d'offres.
  • Préparer et assembler les documents de soumission selon les exigences requises.
  • Vérifier les critères administratifs et les documents obligatoires à fournir dans chaque soumission.
  • Assurer le respect des échéanciers liés aux fermetures d'appels d'offres.
  • Coordonner les visites de site.

Administration & soutien aux projets

  • Créer et émettre les bons de commande (PO).
  • Gérer la réception, la vérification et le traitement des factures.
  • Faire le lien entre PO, bons de livraison et factures avant approbation.
  • Classer, organiser et maintenir à jour les dossiers administratifs des projets.
  • Préparer divers documents contractuels et administratifs au besoin (suivis, listes, courriels, etc.).

Coordination & communication

  • Communiquer avec les sous-traitants, fournisseurs et clients pour obtenir ou transmettre des documents.
  • Assurer le suivi des documents requis (assurances, attestations, certifications, formulaires, etc.).
  • Soutenir les chargés de projet dans leurs tâches administratives quotidiennes.

Compétences recherchées

  • Expérience en administration dans le domaine de la construction (fort atout).
  • Capacité à comprendre et analyser des documents d'appel d'offres.
  • Excellente organisation, rigueur et gestion des priorités.
  • Maîtrise de la suite Office (Word, Excel, Outlook).
  • Autonomie, discrétion et souci du détail.
  • Communication claire en français et en anglais.

Conditions de travail

  • Poste permanent à temps plein.
  • Salaire compétitif selon expérience.
  • Assurances collectives après 3 mois.
  • Environnement de travail stable, respectueux et collaboratif.
  • Possibilités d'évolution au sein de l'entreprise.

JOB POSTING – Administrative Assistant (Construction)

Gatineau / Ottawa

Full-time

Defran Inc., a company specializing in construction and project management, is seeking an organized, versatile, and proactive Administrative Assistant to support the team with bid preparation, administrative tasks, and project coordination.

Key ResponsibilitiesTender & Bid Administration

  • Read, analyze, and extract required information from tender documents.
  • Prepare and assemble bid submissions according to specific requirements.
  • Verify administrative criteria and mandatory documents for each submission.
  • Ensure compliance with tender deadlines.
  • Coordinate site visits when required.

Administration & Project Support

  • Create and issue purchase orders (POs).
  • Manage the reception, verification, and processing of invoices.
  • Match POs, delivery slips, and invoices prior to approval.
  • Organize and update project administrative files.
  • Prepare various administrative and contractual documents as needed (tracking lists, correspondence, etc.).

Coordination & Communication

  • Communicate with subcontractors, suppliers, and clients to obtain or share documents.
  • Follow up on required documents (insurance, certifications, forms, etc.).
  • Provide daily support to project managers.

Required Skills

  • Administrative experience in the construction industry (strong asset).
  • Ability to understand and analyze tender documents.
  • Excellent organizational skills, accuracy, and ability to manage priorities.
  • Proficiency with Microsoft Office (Word, Excel, Outlook).
  • Autonomy, discretion, and attention to detail.
  • Clear communication in French and English.

Working Conditions

  • Permanent full-time position.
  • Competitive salary based on experience.
  • Group insurance plan after 3 months.
  • Stable, respectful, and collaborative work environment.
  • Opportunities for advancement within the company.

Job Types: Full-time, Permanent

Pay: $45,785.73-$55,458.05 per year

Benefits:

  • Casual dress
  • Company events
  • Dental care
  • Life insurance
  • On-site parking
  • Paid time off

Work Location: In person