Job Summary
At Kehoe Marine Construction, we help clients protect, access, and enjoy their waterfront properties through custom docks, shoreline protection, and residential marine construction projects across Eastern Ontario.
For more than 20 years, we have built a reputation for quality workmanship, practical problem-solving, and doing things the right way. As our Residential division continues to grow, we are looking for an organized, detail-oriented, and genuinely helpful Administrative Assistant to support our team and contribute to the client experience Kehoe is known for.
This is a great opportunity for someone who enjoys variety, takes pride in accuracy, and wants to learn, grow, and build a long-term career with a collaborative, values-driven company.
Your Role at Kehoe
The Administrative Assistant plays an important role in supporting the Residential division and keeping information flowing between clients, internal teams, field staff, vendors, suppliers, and regulatory bodies.
Often the first point of contact for clients, visitors, and vendors, this role requires professionalism, strong follow-through, clear communication, and excellent attention to detail. You will support client communication, CRM updates, project documentation, permit administration, quote and contract support, invoicing support, and general office coordination.
You do not need to know marine construction on day one, but you do need to be curious, coachable, organized, and willing to learn the systems and processes that help our team succeed.
Who You Are
You are helpful, dependable, and professional. You enjoy supporting others, keeping things organized, and making sure information is accurate and easy to follow.
You are comfortable working with clients, coworkers, and vendors, and you can stay steady in a busy environment with changing priorities. You ask good questions, follow through on commitments, and are willing to learn the systems, processes, and details that help the team succeed.
This Role May Be a Great Fit for You If You:
- Like being part of a busy office where no two days are exactly the same.
- Take pride in accurate data entry, documentation, recordkeeping, and follow-up.
- Are comfortable answering phones, greeting visitors, and responding to inquiries professionally.
- Can manage competing priorities, interruptions, and changing needs.
- Enjoy learning new software, systems, and industry-specific information.
- Are proactive, coachable, and interested in growing with the company.
- Like being part of a team that works hard, supports each other, and cares about doing good work.
What You’ll Be Doing
In this role, you will provide administrative, client service, and operational support to the Residential division and other areas of the company as needed.
You will:
- Provide reception support, including answering phones, greeting visitors, taking messages, and directing inquiries.
- Respond to client and prospective client inquiries in a timely, courteous, and helpful manner.
- Gather preliminary project information, including location, general scope, site access, and service needs.
- Enter and maintain accurate client, project, and communication details in the CRM system.
- Draft, format, proofread, and distribute correspondence, reports, project documents, and client communications for review.
- Maintain organized paper and electronic filing systems.
- Support quote preparation, contract administration, quote follow-up, and client site visit coordination.
- Help create, update, and maintain work orders, worklists, dispatch board information, build sheets, and project files.
- Provide backup administrative support during absences.
- Collect client, property, and site information required for permit applications.
- Prepare permit application packages for review and submit approved applications.
- Track permit status and follow up on outstanding submissions, approvals, delays, or missing information.
- Assist with invoicing, progress invoicing, purchase orders, and related administrative processes.
- Enter material cost information through the ERP system and ensure costs are assigned to the correct projects.
- Support accurate documentation within Acumatica, HighLevel CRM, and related internal systems.
- Provide administrative support for preventative maintenance programs, barge registrations, vehicle registrations, Transport Canada requirements, and other operational documentation as needed.
- Handle client, employee, project, and company information with confidentiality and professionalism.
- Look for ways to make administrative processes more efficient, consistent, and organized.
The Ideal Previous Experience
We are looking for someone with:
- 2+ years of experience in administration, coordination, client service, reception, or office support preferred.
- A diploma or certificate in Office Administration, Business, Construction Administration, Human Resources, or a related field considered an asset.
- Experience in construction, trades, marine construction, project coordination, or a service-based environment considered an asset.
- Experience with permits, municipalities, Conservation Authorities, or regulatory processes considered an asset.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, Teams, and PowerPoint.
- Experience with Acumatica, HighLevel CRM, or similar systems considered an asset.
- A valid Class G driver’s licence with a clean driving record.
Your Skills
You will do well in this role if you bring:
- Strong organization and time-management skills.
- Excellent attention to detail and accuracy.
- Strong written and verbal communication skills.
- A professional, tactful, and courteous communication style.
- The ability to manage competing priorities and remain calm in a busy environment.
- Strong follow-through and a commitment to accurate recordkeeping.
- Comfort asking questions, learning new systems, and receiving feedback.
- A proactive, coachable, and team-oriented approach.
- The ability to handle confidential information appropriately.
- Confidence using technology and learning new software, systems, and AI-supported tools.
- A helpful attitude and genuine commitment to supporting clients and coworkers.
Compensation & Total Rewards
Kehoe Marine Construction offers competitive compensation based on experience, skills, and qualifications.
We also offer a comprehensive total rewards package, including group benefits, a Health Spending Account, RRSP/DPSP matching, and opportunities for growth and development within the company.
Recruitment Process
We are committed to providing a respectful and accessible recruitment process. If you require accommodation at any stage of the hiring process, please let us know and we will work with you to support your needs.
Ready to Apply?
If you are organized, professional, detail-oriented, and excited by the opportunity to support a growing team, we would love to hear from you.
Apply today and tell us why this opportunity feels like the right fit for you.
Pay: $24.00-$31.53 per hour
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
