Our client, a full-service Construction Management Company, is hiring an Office Administrator to join their growing Milton office. This position will play an integral role in administration of business activities, as well as supporting accounting and finance activities.
The primary functions will include maintaining the flow of paperwork from the field staff, as well as tracking and categorizing spending, building relationships and liaising with suppliers, implementing new record keeping functions, assisting the Project Estimating staff with rate data entry and other duties, along with general administrative duties.
Who is our client? Our client is focused on Civil works, providing excavation, grading, site servicing, roadworks, landscaping and hardscaping work. They are a stable and growing company with long term stability and growth opportunities. Longevity and growth in the company is a primary objective.
Who are you? Independent, but a team player, with ideally Construction & QuickBooks experience and a keen interest in growth and development as this role will evolve as the company grows. You must be a self-starter with strong intuition, a high level of organization and attention to detail. Fluent knowledge of Microsoft Office, specifically Excel, will be key as well.
Salary: $60,000 per year
Hours of Work: Monday to Friday, 8:30am - 5:00pm (Full-Time)
Detailed Responsibilities
Full Cycle Accounts Payable

• Receiving, coding and entering invoices, maintaining electronic database.
  
• Verifying rates against quotes, contracts and PO's.
  
• Pairing with field documentation and circulating for signatures.
  
• Making adjustments as required from circulation.
  
• Verifying accuracy of AP entries, including weekly spot check on entry data and project allocations, scanning for duplicates as well as monthly review of expense chart of accounts.
  
• Liaising with supplier to ensure all required documents for processing payments are on hand, including WSIB, Form1000 and Certificates of Insurance.
  
• Verifying HST accounts and maintaining supplier account records.
  
• Processing payment runs.
  
• Managing credit requests and application to invoices.
  
• Requesting and maintaining supplier statements.
  
• Reconciling corporate credit cards and processing expense forms.
  
• Managing online account access to supplier websites.
  
• Collecting EFT payment information and maintaining database.
  
• Liaising with field staff for missing paperwork.
  
• Administrative filing for payables and proper documents and record keeping.
• Responsibility for the overall efficient operations of the office.
  
• Monitoring time-sheets and income bills.
  
• Updating both paper and electronic customer files and databases, ensuring accuracy.
  
• Reviewing time and data management ensuring optimal utilization.
  
• Daily handling of phone calls, emails, mail and calendar/schedule.
  
• Additional tasks as required.
  

Additional Duties

• Maintaining records of rental and leased equipment including locations and hour logs.
  
• Maintaining owned equipment log and allocation journal entries.
  
• Handling Certificate of Insurance requests and updates.
  
• Preparing construction project start-up documentation and binders.
  
• Managing administrative inventory and supply requests.
  
• Managing Health & Safety, IHSA and field book form supply.
  
• Maintaining Health & Safety record keeping.
  
• Office telephone reception.
  
• Maintaining equipment and tool inventory logs.
  
• Preparing administrative notices for suppliers and employees.
  
• Maintaining filing system.
  
• Calculating payroll project allocations and updating Journal Entries.
  
• Assisting estimating staff with rate data entry.
  
• General office administration.
  

Requirements

• 3-5 years of Construction Industry related experience is ideal.
  
• Full Cycle Accounting knowledge is a strong asset.
  
• Advanced Quickbooks and Microsoft Office proficiency.
  
• Independent and self-motivated (quiet and independent work environment)
  
• High level of attention to detail combined with strong organization and problem-solving skills.
  
• Above average data entry and computer skills.
  
• Reliability and dependability is a must.
  
• Ability to work well under pressure.
  

Growth Opportunities (experience in these areas is an asset)

• Accounts receivables.
  
• Bank reconciliations.
  
• Payroll.
  
• Taxation (HST).
  
• Managing insurance coverage requirements.
  
• WSIB account reviews.
  
• Implementing new procedures for record keeping and data tracking.
  
• Filing and maintaining Notice of Projects and publishing Certificate of substantial performance.
  
• Overseeing software management issues, such as system updates for individual users, liaising with IT.
  
• Project management, including the coordination of clients and staffing.
  

Benefits

• Small office with a significant amount of independence.
  
• Training, personal development and growth opportunity.
  
• Full benefits package (extended health care, dental, vision and life).
  

If you are a confident and proficient Administrative Administrator with Construction related experience, this may be the role for you. This is a great opportunity to join a new company currently on an accelerated growth path, building an exciting and fulfilling career. CLICK APPLY below to learn more!
We thank all who apply for this position. We commit to "communicate quickly, communicate often, and communicate well". All applicants will be contacted within 5 business days.
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We value diversity!! We recruit, hire, and promote, both internally and to our clients, without regard to race, national or ethic origin, colour, age, religion, sex, sexual orientation, gender identity or expression, marital status, family status, genetic characteristics or disability. Accommodations are available for candidates during all aspects of the selection process. IND1