ADMINISTRATIVE OFFICER

VINCI Construction Grands Projets Canada • Pickering, ON

3d • CA$50,000 - CA$60,000

About The Position

The role is key to ensuring smooth administrative processes and supporting project teams efficiently. We are looking for a proactive and organized Administrative Officer to support daily operations across administrative and finance department (HR, invoicing, office management, procurement, and basic accounting activities).

Requirements

• Diploma in Accounting, Office Administration, Human resources or a related field.
• Minimum 3 years of experience, preferably in a construction project environment.
• Strong organizational and multitasking skills
• Attention to detail and ability to follow processes
• Good communication skills and team-oriented mindset
• Proactivity, ability to work autonomously and prioritize tasks
• Proficiency in Microsoft Office (Excel, Word, Outlook)

Nice To Haves

• Basic knowledge of administrative, HR, procurement, or accounting processes is an asset

Responsibilities

• Ensure proper management and follow-up of employees’ timesheets (accuracy, completeness, deadlines, good cost allocation)
• Monitor compliance with timesheet submission requirements and follow up with teams when needed
• Organize onboarding activities for new employees: Liaise with HSE / Doc control to organise orientation sessions, Manage background checks and OPG requests (or equivalent compliance documents)
• Coordination of company cars (if applicable)
• Organize travel arrangements: Flights, hotels, transportation, Mission logistics and planning
• Setup of IT equipment (laptops, phones, access)
• Prepare and compile supporting documentation required for client invoicing (invoicing details prepared by cost control manager)
• Ensure all billing documents are complete, accurate, and aligned with contractual requirements
• Coordinate with team members to collect necessary backup (timesheets, approvals, expenses)
• Supervise and perform goods/services receipt in the procurement system to confirm delivery
• Collect delivery notes or services completion form to support the reception in the system
• Support invoice reconciliation process - Match supplier invoices with purchase orders and receipts (3-way matching)
• Identify and follow up on discrepancies with vendors and internal stakeholders
• Manage office supplies (stationery, consumables, etc.)
• Organize recurring orders (coffee, kitchen supplies, etc.)
• Ensure smooth day-to-day office operations and maintain a well-organized work environment

Benefits

• Annual gross compensation ranging from CAD 50,000 to CAD 60,000 depending on experience and profile
• 4 vacation weeks & 3 emergency/sickness days paid
• Annual bonus
• Group Health Insurance (premium participation including virtual health care system)
• Career development opportunities
• A cosmopolite and inclusive work environment
• Attractive and challenging project

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree