E-Construction | Office Administrator

Summary

Reporting to the Sr. Accountant (or Manufacturing Controller), the Office Administrator plays a vital role in the in ensuring the smooth and efficient operation of the division or regional office. This position is responsible for managing day-to-day administrative tasks, supporting staff, and maintaining a productive and organized work environment.

Responsibilities

• Provides technical assistance for the proper functioning of the working environment and the building: audio/video, video-conferencing, auditorium use, electricity, etc.
• Organizes workspaces on request: offices, relocation, furniture, etc.
• Is responsible for the technical management of a building: manages the various supplies at the company's premises, ensures the monitoring of the building’s energy efficiency, works with the IT services, etc. 
• Manages service contracts with service providers
• Ensures that the equipment is properly maintained: Heating, air conditioning, ventilation, security, safety, means of communication, etc.
• Participates in the organization of internal or external events
• Ensures the proper management of the catering system and controls the catering services

Main Responsibilities

Administration

• Answer and direct divisional office calls.
• Review and check timecard submissions and approvals, ensuring accurate timecard submissions to the payroll department.
• Assist with divisional purchases including vendor setups and completing Purchase Orders (PO’s) requisitions.
• Maintain an accurate vendor list for all office and field staff.
• Receive PO and non-PO purchases accordingly and resolve any issues.
• Submit all invoices to Accounts Payable
• Book and manage hotel accommodations, including hotel requisitions, adjustments to arrival and departure dates.
• Update fatigue management spreadsheet.
• Assist division with administrative tasks, including scheduling, correspondence, record-keeping, reports, presentations, or other business materials.
• Assist division with processing invoices, expense reports or other financial documentation.
• Assist with duties and training of Admin staff as needed to ensure optimal performance of Admin and Regional divisions.
• Light housekeeping and monitoring common area supplies.
• Must ensure a solid understanding of, and comply with the principles of the company’s Code of Ethics.
• Must examine situations in light of the principles of the Code of Ethics.
• Other Accounting related duties as required.

Safety and Teamwork

• Promote, execute and adhere to the company’s safety program, and encourage all employees, sub-contractors and consultants to adopt safety as a culture.
• Work in a safe, responsible manner to not intentionally injure oneself, or endanger the wellbeing of others.
• Participate as an integral member of the team, and contribute towards the success of the organization, which may involve the provision of other technical and administrative support, as required.
• Collaborate with project teams on other special initiatives, as required.

Qualifications/Requirements

Education, Training and Certifications
• High school diploma, preferred.
• Post secondary education in Business Administration or related is a strong asset.
• Class 5 Drivers License is required.

Work Experience
• Experience within the road construction industry considered an asset
• 2+ years’ experience in an administrative role.
• Beginner to intermediate Microsoft Office Suite is preferred.
• Experience with JDE, Onbase and HeavyJob considered a strong asset.

Working Conditions

• Overnight and out of town travel may be required on rare occasions.
• Overtime as required.
• Work is primarily performed in an indoor setting, which could include sitting or standing for extended periods of time, and extended computer use including exposure to blue-light and wrist dexterity
• Use of Personal Protection Equipment (PPE) is required.
• Must comply with the company’s drug and alcohol testing requirements.