Office Administrator

Full Time
Mount Pearl, Newfoundland and Labrador
Posted 3 years ago
Position Responsibilities
Accountabilities include, but are not limited to, the following:

  • Manage incoming and outgoing telephone calls, including coverage for other offices
  • Distribute incoming and coordinate outgoing mail and courier services, including weekly package to head office
  • Maintain petty cash and monthly logs
  • Maintain equipment and tool logs
  • Coordinate timesheet approval process
  • Record, distribute, and file meeting minutes
  • Distribute job cost and labour reports
  • Book travel and accommodations
  • Ensure scheduled staff office & client meetings are attended to for coffee and refreshments or catered if necessary
  • Maintain a neat and tidy front office and kitchen
  • Assist Branch Manager, Project Managers, and Project Coordinators (e.g., collection, reproduction, distribution, control, and filing of job documents)
  • Distribute cheques
  • Enter purchase orders
  • Create subcontracts, enter subcontract information into accounting system, and file in electronic share folder
  • Update and distribute subcontractor and supplier contact list
  • Maintain files for company quality program (ISO)
  • Generate and log work order numbers
  • Assist with invoicing (e.g., coding, approval)
  • Request documents from subcontractors (e.g., statutory declarations, worker’s compensation clearance letters)
  • Distribute incoming quotes for tenders
  • Setup temporary accounts for job sites (e.g., power)
  • Order office supplies and materials
  • Prepare monthly fuel logs for Superintendents
  • General office duties

Job Requirements

The ideal candidate will meet the following criteria:

  • Post-secondary education in Office Administration or a related discipline, or equivalent experience
  • Experience in an administrative support role
  • General knowledge of standard office procedures
  • Strong attention to detail
  • Ability to respond promptly to changing demands to assist operations in meeting critical deadlines
  • Ability to work collaboratively with Project Managers, Project Coordinators, Estimators, Superintendents and Accounting employees
  • Proficient in the general use of computers, particularly with Microsoft Word and Excel
  • Willingness and ability to learn new software applications
  • Ability to work productively on several projects at once while coping with frequent interruptions either by co-workers or telephone calls
  • Strong verbal and written communication skills
  • Strong organizational skills and ability to balance a hectic schedule
  • Professionalism, maturity, and judgment and maintaining a professional business appearance
  • Knowledge of Jonas accounting software an asset

 

Job Features

Job CategoryAdmin Support, Others

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