Job Overview
We are seeking a dedicated and organized Office Administrator to join our team. This role is essential in providing excellent customer service and ensuring smooth daily operations within our office. The ideal candidate will be proficient in managing phone systems, data entry, and administrative tasks while maintaining a welcoming environment for clients and visitors.
Core Duties
- Accounts Receivable- invoicing for the work done monthly, following up with clients for payment, ensuring payments are on time, arranging pick up of payments, submitting the Statutory Declarations for the projects
- Accounts Payable – entering invoices, reconciling invoices and identifying discrepancies with project files, submitting the invoices for payment approval, paying suppliers
- Payroll – weekly payroll according to projects the crews are working on
- Keep track of incoming cheques, and date stamps
- Maintain reception manual ensuring it is always current
- Open and distribute incoming mail and courier deliveries. Ensure efficient courier/ mail management.
- Contracts Administration
- Preparing documents for job start up and close out- insurance, warranties, WSIB clearance certificates
- Know the teams in the office and provide backup service
- Answer all incoming lines quickly, efficiently, and professional manner
- Greet guests in a friendly and courteous manner – ensuring professionalism at all times; advises team members in a timely fashion of their guests’ arrival
- Maintain office (stationary) and kitchen supplies, i.e., coffee/paper towels/water etc. Ensure upkeep of the kitchen and reception areas
Our ideal candidate
- Computer savvy, with excellent knowledge of Microsoft Office, Excel and Outlook
- Competency in Maestro Construction accounting an asset
- Strong verbal and written communication skills
- Ability to work well independently and as part of a team
- Proactive and eager to find efficiencies
- Excellent organizational and time management skills
- Detail oriented
- Ability to work well with others throughout the organization
Administrative Assistant Duties
Payroll for Field Employees
- Weekly payroll for field employees. Enter hours, foreman hours, and zone pay into 3 accounting system based on project, location, and union. (3 to 5 hours per week)
Accounts Payable
Receive, print, and date stamp invoices daily.
Input invoices into accounting system.
Match prices and amounts with purchase orders in job file in order to get PM approval.
Prepare AP folder for Paul. Send list of EFT payments to Louisa. Print and mail out checks. (6 to 8 hours per week)
Accounts Receivables
Enter job into accounting system when a new project is awarded.
Enter billing and contract info into accounting system.
Create invoices and payment requests based on info given by PM.
Email invoices to contractors.
Arrange for pick up of payments.
Deposit and record checks in accounting system. (3 to 5 hours per month)
Follow up with contractors regarding discrepancies in invoices/make corrections. Follow up with contractors via email and phone calls to collect outstanding and past due payments.
Continuous check-ins with contractors to see if a job has reached substantial completion and holdback amounts can be billed and collected. (2-3 hours per
Union Remits
Submit monthly dues to each union that our field employees represent.
Calculate regular time and overtime hours for each field employee for the entire
month.
Submit reports through online portals and emails.
Make payments via EFT and checks and record payments made into accounting system. (3 to 4 hours monthly)
Documents
Complete and distribute Statutory Declarations after payments are made. Start Up docs — complete and distribute Form 1000, COI request, and WSIB certificate prior to the start of each project.
Complete and distribute any close out information needed —
warranties, WSIB certificate, cleaning instructions, etc. (2 to 3 hours per month)
Answer phones and direct calls where necessary.
Greet visitors
Order office supplies
Filing
Office administrator for health insurance company including getting new employees enrolled and any changes or updates that need to be made.
Arrange for small office repairs when needed. Ex phone lines, heat/AC.
Pay: $50,000.00-$75,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Vision care
Work Location: In person
