Administrative Supervisor

Company Overview

We are expanding Thorpe Industries is one of Western Canada's leading building envelope contractors, operating in the commercial, institutional, and industrial sectors. We are a growing company and are looking for talented professionals to join our team. If you are an experienced professional or someone looking to take the next step in your career, please apply today

Salary will be dependent on experience. The salary range for this position is $40,000 to $60,000 per year.

Workers can expect a competitive salary with full benefits and pension, a positive & friendly work environment, and the ability to hone their skills in our fast-paced industry.

Position Title

Administration Supervisor

Reports To

General Manager for BC and Vice President of Finance

Job Summary

The Administration Manager will oversee and manage the day-to-day administrative, office, and project support functions to ensure the company's operations run efficiently and effectively. This role is a critical link between the office, field operations, and external stakeholders, focusing on optimizing processes, managing resources, and maintaining compliance and documentation for all projects.

Key Responsibilities

Administrative & Office Management

• Develop, implement, and maintain administrative policies, procedures, and systems to streamline operations and enhance efficiency.
• Manage office logistics, including equipment maintenance, procurement of supplies, and vendor management (e.g., IT, utilities, office cleaning).
• Ensure the physical office environment is safe, organized, and professionally maintained.
• Oversee the management of digital and physical filing systems, ensuring organized and secure record-keeping.

Construction Project Support

• Document Control:
  Manage and maintain comprehensive project documentation, including contracts, submittals, RFIs (Requests for Information), change orders, blueprints, and progress reports.
• Contract Administration:
  Assist Project Managers and the legal/finance team in tracking compliance with construction contracts, subcontracts, and regulatory requirements.
• Communication:
  Act as a central point of contact for administrative inquiries, facilitating clear and timely communication between project managers, site teams, subcontractors, vendors, and clients.
• Meetings:
  Coordinate and manage project meetings, including scheduling, preparing agendas, and accurately documenting and distributing meeting minutes.

Financial & HR Support

• Budgeting:
  Assist in monitoring and managing the department's administrative budget, tracking office expenditures, and negotiating vendor contracts for cost savings.
• Invoicing/Payroll Support:
  Coordinate with the Accounting/Finance department on administrative aspects of accounts payable/receivable, payroll processing, and expense reports.
• HR Liaison:
  Assist with administrative HR tasks, such as coordinating new employee onboarding, maintaining employee records, and scheduling training sessions.

Team Leadership & Supervision

• Supervise, train, and mentor administrative and clerical staff, setting clear expectations and conducting performance reviews.
• Manage staff scheduling and workload distribution to ensure adequate administrative support across all company functions and projects.
• Foster a positive and collaborative work environment.

Qualifications

Required Education and Experience

• Bachelor's degree in Business Administration, Construction Management, or a related field (or equivalent work experience).
• 2-3 years of progressive administrative experience, with at least 1 year(s) in a supervisory or management role, preferably within the construction or engineering industry.
• Proven experience with document control and contract administration in a project-based environment.

Required Skills and Knowledge

• Exceptional organizational skills and meticulous attention to detail.
• Strong leadership and team management abilities.
• Excellent written and verbal communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with
  construction management software
  (e.g., Acumatica, Procore, Primavera, or similar).
• Knowledge of standard construction processes, industry terminology, and project documentation requirements (RFIs, Change Orders, Submittals).
• Ability to handle sensitive information with a high degree of discretion and confidentiality.
• Strong problem-solving and decision-making skills to manage daily operational challenges.

Working Conditions

• Primarily an office-based role with standard business hours.
• Occasional travel to job sites or other company offices may be required.
• Ability to handle multiple concurrent tasks and meet strict deadlines.