Business Support & Administrative Coordinator (Contract)

OEC • Ottawa, ON

8d • Onsite

About The Position

This is a critical support role that keeps our entire organization functioning at its best. You will be the backbone of our office operations, working directly with project teams, management, and field crews to deliver exceptional service to our clients. If you thrive in a fast-paced environment and take pride in keeping things organized and efficient, we want to meet you.

Requirements

• College or University degree in business, management, business administration, or related field preferred
• Minimum 2 years of general administrative experience in a fast-paced, dynamic environment
• Valid Class 'G' Ontario driver's license with excellent driving record

Nice To Haves

• Previous construction industry experience is a strong asset
• Bilingual in written and oral French is an asset
• Work flexibly when required and maintain a proactive attitude
• Bring high professionalism, dependability, and strong initiative
• Excel at interpersonal and communication skills at all organizational levels
• Stay organized with keen attention to detail in demanding environments
• Remain calm and effective in high-stress situations
• Master advanced computer skills including Microsoft Office Suite, email systems, and web-based technology
• Deliver excellent customer service with strong conflict resolution abilities
• Demonstrate sound judgment and decision-making skills with appropriate discretion
• Handle confidential information with tact and diplomacy

Responsibilities

• Manage daily office administration to ensure business effectiveness and efficiency
• Maintain high visibility and approachability to foster positive employee relations
• Handle all general administrative duties including greeting guests, managing correspondence, phone systems, and mail/courier services
• Coordinate with sub-contractors, clients, and project managers to resolve inquiries and discrepancies
• Ensure confidential data and information is handled securely and sensitively
• Process accounts payable invoices, including coding and data entry
• Match invoices to packing slips and purchase orders for accuracy
• Scan and upload invoices to ERP system
• Verify supplier statements against Teraflex records
• Audit invoices against purchase orders and budgets for cost accounting
• Reconcile P-Card transactions monthly
• Access daily construction reports and maintain ticket tracking systems
• Maintain employee training records and certificates on online H&S platforms
• Keep training matrix current and identify upcoming certification renewals
• Book recertification training as required
• Maintain client online H&S platforms (ISNetworld, Cognibox) to ensure approved status
• Ensure subcontractors maintain compliance status and request documentation as needed
• Process and submit weekly timesheets and expense receipts
• Manage vacation records and coordinate field employee clothing orders
• Maintain fleet vehicle binders and documentation

Benefits

• Growth at Your Fingertips: Be part of a company that's scaling rapidly and help build the systems that support our expansion
• Critical Impact: Your work directly enables our field teams and project managers to deliver exceptional results
• Collaborative Environment: Work closely with all departments and levels of employees in a supportive team setting
• Professional Development: Gain exposure to construction operations, financial systems, and safety compliance in a growing company

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 11-50 employees