Administrative Assistant

Job Summary:

We are seeking a highly organized and detail-oriented individual to join our team in a dynamic administrative role. The ideal candidate will assist with the smooth flow of cost-related information, support payroll administration, and contribute to project billing, procurement, and general clerical duties. The successful candidate will also be comfortable working on project sites and ensuring timely, accurate documentation and reporting in a fast-paced environment.

Responsibilities & Duties:

• Build good working relationships with the project team to ensure timely, accurate flow of cost related information.
• Assist with Labour, Equipment and Material (L.E.M.) creation and pricing by collecting, organizing, and entering data related to labour, equipment, and material costs, collaborating with project managers to ensure timely entry and with accuracy.
• Create and enter all Purchase Order Requisitions (P.O.R) into Equipment, Material & Subcontractors log with accuracy, on a daily basis.
• Perform accurate and timely collection, entry and verification of timesheets and reconciliation in payroll system.
• Prepare, compile and sort documents for data entry.
• Assist with compiling data and documents for project billings (lump sum or time and material) under the direction of project managers.
• Perform general clerical duties including but not limited to, photocopying, faxing, scanning, mailing, and filing.
• Liaise with Accounts Payable & Receivable to ensure accuracy of information provided and received.
• Assist with onboarding of new hires.
• When working on a project site, submit field hiring forms to the Payroll Administrator.
• Assist supervisors with daily communication and transfer of information.
• Attend and take minutes at progress meetings.
• Other duties as required.

Job Specifications:

• College diploma or business training.
• Minimum three years’ experience in an administrative position.
• Minimum one year’ experience in payroll administration.
• Minimum one year experience in the construction field.
• Experience in a unionized environment an asset.
• Experience in business writing, drafting correspondence, minute taking, reports etc.
• Excellent time management and organizational skills.
• Excellent oral and written communication skills. Excellent customer service skills, both internally and externally.
• Proficient using Microsoft Office applications including Outlook, Word and Excel.
• Demonstrated ability to multitask and prioritize daily activities in a fast-paced environment in order to meet deadlines.
• Ability to work independently with minimal direction.
• Ability to work on project site as required with varying rotation schedules.
• Valid driver’s license and reliable transportation.

TESC is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, accommodation is available throughout our recruitment process for applicants with disabilities.

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