Office Administrator

4 weeks ago

Etobicoke, Canada On-Site Solutions General Contractors Full time

Job Title : Office Administrator


Location: Etobicoke, ON, Canada


Job Type: Full-Time


About Us:


On-Site Solutions is a trusted partner in commercial construction projects across Canada.


At the heart of our success is a tight-knit team of construction professionals who specialize in bringing commercial projects to life, delivering quality and excellence from coast to coast.


In an industry where precision and reliability are paramount, On-Site Solutions stands out by fostering a positive and professional work environment. We believe that the foundation of any great company is its people, and that's why we put our team first.


Our approach is simple yet powerful – we listen to the needs of our employees, support their professional growth, and ensure they enjoy the journey every step of the way.


Join us on our journey to redefine excellence in the commercial construction industry, one step at a time.


Role Overview:


We are seeking a highly organized and proactive Administrative Assistant to support our dynamic team. The ideal candidate will be a key player in ensuring the smooth operation of our projects and office, providing comprehensive support to our staff, and facilitating effective communication with clients and vendors.


Responsibilities:


  • Manage and maintain project documentation, including contracts, invoices, and reports, ensuring accuracy and accessibility.
  • Serve as the first point of contact for clients, suppliers, and subcontractors, handling inquiries via phone, email, and in-person.
  • Schedule and coordinate meetings, appointments, and site visits, optimizing the team's calendar for efficiency.
  • Assist in project management tasks, such as updating schedules, tracking progress, and preparing status reports.
  • Support financial administration processes, including invoice processing, payment tracking, and budget assistance.
  • Facilitate procurement by preparing purchase orders, liaising with vendors, and monitoring supply deliveries.
  • Maintain compliance records, ensuring all operations adhere to industry standards and safety regulations.
  • Assist with HR-related tasks, including maintaining employee records, supporting recruitment efforts, and coordinating training.
  • Oversee office management duties, such as maintaining inventory of supplies, ensuring office equipment is functional, and organizing workspaces.
  • Provide executive support by preparing presentations, conducting research, and managing special projects as required.


Requirements:


  • Previous experience as an administrative assistant, preferably in the construction or general contracting industry.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with project management software.
  • Proficient in QuickBooks.
  • Excellent organizational abilities with a keen attention to detail.
  • Strong communication and interpersonal skills, capable of effectively managing relationships with internal and external stakeholders.
  • Ability to work collaboratively, prioritize tasks, and meet deadlines in a fast-paced environment.
  • High school diploma required, associate or bachelor’s degree in business administration or related field preferred.
  • Knowledge of industry-specific regulations and compliance standards is a plus.


What We Offer:


  • Competitive salary
  • Opportunities for professional development and career advancement.
  • A supportive and collaborative work environment.
  • Frequent team outings and team building activities.


How to Apply:

Please submit your resume and a cover letter outlining your suitability for the role to and include “Administrative Assistant Application” in the subject line.

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