Office Administrator

About the role

This role is a career opportunity that places you at the center of administrative operations for a dynamic building envelope construction organization. You will own the preparation and submission of prequalification materials that define how US branches are perceived, using your diligence to showcase company strength, safety records, and financial reliability. In this position, you will act as a key liaison between branches, gathering and sharing best practices and project details to ensure questionnaires and responses are accurate and compelling. You will maintain critical annual data, including the qualification data sheet, while overseeing the lifecycle of infraction fines and ensuring logs are updated and validated. A core part of your ownership will involve managing insurance and bond requests, issuing and tracking certificates, and reconciling related logs to guarantee compliance and transparency. You will administer payments through the Perceptive platform, reconcile monthly statements, and provide progress reports that keep stakeholders informed on bonding activity. Ultimately, you will support the broader operational health of the business by handling general administration, data integrity, and cross-functional coordination with a high level of professionalism.

Key facts

What you'll do

• Review and prepare prequalification submissions for US branches, providing relevant information that demonstrates company strength and ability related to safety, project references, and financial information.
• Liaise with the branches across the US to gather and share best practices and project details for use in prequalification questionnaires.
• Gather and update the prequalification data sheet annually to ensure all information remains current and accurate.
• Review, log, and coordinate payments of infraction fines issued related to Fleet activities.
• Review and coordinate requests related to Insurance and Bonds for both Canada and US branches, distributing Bonds and Insurance Certificates as required.
• Maintain detailed logs for bonds issued across Canada and the US, validating calculations and associated costs.
• Administer payments for various billings through the Perceptive platform, allocating coding appropriately for accurate tracking.
• Reconcile monthly statements for outstanding payments of Insurance and Bonds billings to ensure financial accuracy.
• Reconcile and provide progress reports for all Bonds issued in Canada and the US on a monthly and quarterly basis to support reporting requirements.
• Oversee annual renewal of Insurance Certificates for Canada and the US, coordinating and distributing required renewals in a timely manner.
• Receive requests from US branches to enroll applicable projects into CCIP/OCIP programs, ensuring proper enrollment procedures are followed.
• Provide insurance cost worksheets for approval related to CCIP/OCIP projects, supporting informed decision-making.
• Reconcile internal monthly WC/GL Exempt Reports to confirm that all CCIP/OCIP projects are fully included and properly documented.
• Provide monthly payroll reports using various platforms as applicable, specifically related to CCIP/OCIP projects.
• Coordinate internal and third-party audits as required for CCIP/OCIP projects to ensure compliance and accuracy.
• Perform general administration tasks as needed, including data entry, filing, preparation of letters, and other operational support.

Requirements

• Minimum of 2 years' experience in an administrative role, with experience in a construction environment considered a strong asset.
• Knowledge of COI (certificates of insurance) and surety administration is required for success in this position.
• Invoicing experience is considered an asset and will enhance your ability to manage billing and reconciliation tasks.
• You must be organized and self-motivated, demonstrating a clear sense of urgency in meeting deadlines.
• You must be able to prioritize competing deadlines and manage a high-volume workload efficiently without compromising accuracy.
• You must be courteous, professional, and customer service oriented in all interactions with internal and external stakeholders.
• Proficiency with Microsoft Office Suite and web-based software is essential to perform core duties effectively.
• Intermediate Microsoft Excel knowledge is required, including skills in VLOOKUP, Macros, and Pivot Tables.
• You must be legally authorized to work in Canada without sponsorship, as this is a contract role based in Mississauga, ON.
• You must be able to commit to the full duration of the 12-month contract term and meet all key milestones as outlined.

Nice to have

The role may prefer candidates who have exposure to CCIP/OCIP programs and understand the associated documentation and reconciliation requirements. Experience with fleet-related infraction management and insurance coordination will be viewed favorably.

Practical notes

This is a contract position based in Mississauga, Ontario, with a duration of 12 months. The role operates during standard business hours, and candidates must be available to work on-site. No travel is required as part of this role. Candidates must have the legal right to work in Canada without the need for sponsorship.