Office Administrator

(full-time, 14-month contract)

As an Office Administrator for Westview Projects Inc., your base of operations will be the Westview Projects head office, The Office Administrator provides executive support to the Management Team, financial support to the Accounting Team, and administrative support to all departments.

Reports to: Director, Finance & Operations
Term: Sept/Oct 2025 start
Work Type: Hybrid: In-Office 4 days/week, work-from-home 1 day/week

Essential Functions/Responsibilities:

Administration

• Assist with event coordination and/or travel, as required
• Manage boardroom bookings/calendars/interview/meetings
• Oversee office supply inventory (office/kitchen/cleaning supplies, etc.) and coordination of services, including restocking supplies, office workstation setups, equipment & property maintenance
• Point person for property management services, such as office cleaners schedule/invoices, exterior and building maintenance requests/invoices
• Support office correspondence, with emails, letters, courier packages, and phone calls
• Vehicle fleet management, including reminders and record-keeping of service schedules & maintenance requests, license plate renewals, coordinate relevant updates with insurer.
• Manage IT equipment inventory, including issuance & maintenance of corporate devices (cell phones, laptop, tablets)
• Other administrative duties, as needed

Accounting

• Process & file invoices; reconcile credit card accounts
• Collect, organise & enter receipts in accounting software (Premier Construction))
• General data entry & accounting support as required

Communications

• Coordinate content for staff, client and/or vendor communications; prepare for distribution in communications software platform (Constant Contact)
• Monitor Westview social media platforms; coordinate with SM contractor with relevant content updates

Qualifications:

• College Diploma in Office Administration, or a combination of education and industry experience
• Administrative or office experience minimum of 2 years
• Adaptability and flexibility to adjust priorities
• Strong written & verbal communication
• Excellent attention to detail
• Experience using Premier Construction software is an asset
• Microsoft Office proficiency, including strong MS Excel skills
• Ability to multi-task and work independently
• Ability to handle sensitive information
• Aptitude for new technology
• Bilingualism is an asset

We thank all applicants for their interest; however, only those under consideration will be contacted.
Westview Projects is an Equal Opportunity Employer.
Accommodation for candidates is available upon request.
No phone calls; no agencies