Administrative Assistant

JD Sign Group; Cambridge; On-site; CAD 40,000; Full time

Job summary

A construction and manufacturing firm in the Region of Waterloo, Cambridge is seeking an Administrative Assistant to provide comprehensive administrative support. You will handle office management, assist HR with onboarding, and support finance operations. The ideal candidate has 2+ years of experience in an administrative role and is proficient in Microsoft Office 365. The position offers a salary of $40,000 per year, benefits after 6 months, and on-site parking and gym facilities.

Benefits

Compensation $40,000 per year

Benefits after 6 months

Parking and gym on-site

Qualifications

• 2+ years in administrative or office support roles.
• Strong computer skills in Microsoft Office 365.
• Basic understanding of HR, health & safety, and finance processes.

Responsibilities

• Act as the first point of contact for office inquiries.
• Assist HR Manager with onboarding and employee file maintenance.
• Manage vendor invoices, purchase orders, and expense tracking.
• Maintain calendars and coordinate meetings for senior leadership.

Skills

Microsoft Office 365

Zoho

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree

Job description

Job Purpose

The Administrative Assistant provides comprehensive administrative and operational support across multiple functions, including General Administration, Human Resources, Health & Safety, and Finance & Operations. This role ensures smooth day-to-day operations, compliance with company policies, and efficient coordination between departments.

General Administration

• Act as the first point of contact for office inquiries (calls, visitors, correspondence).
• Manage office supplies, vendor orders, shipping, and courier coordination.
• Maintain organized electronic and physical filing systems.
• Support meeting preparation — agendas, minutes, follow-ups, and scheduling.

HR & Payroll Support

• Assist HR Manager with onboarding, documentation, and employee file maintenance.
• Support recruitment logistics (posting roles, interview scheduling, reference checks).
• Help coordinate internal communications, employee events, and policy updates.
• Maintain H&S documentation and compliance records.
• Assist in organizing safety audits and inspections.
• Track incident reports and follow up on corrective actions.
• Support implementation of workplace safety initiatives.

Finance & Operations Support

• Assist with vendor invoices, purchase orders, and expense tracking in Zoho Books.
• Reconcile receipts, credit-card transactions.
• Prepare simple reports for CFO and department leads as needed.
• Coordinate project and installation documentation between Project Delivery and Finance.

Executive Support

• Maintain calendars and coordinate meetings for senior leadership.
• Prepare and format internal documents, presentations, and reports.
• Handle confidential information with discretion.

Qualifications

• Education: High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Experience: 2+ years in administrative or office support roles, ideally in a construction, manufacturing, or project-based business. Strong computer skills (Microsoft Office 365 — Excel, Outlook, Teams; experience with Zoho is an asset). Basic understanding of HR, H&S, and finance processes.

Benefits

• Compensation: $40,000 per year.
• Benefits after 6 months.
• Parking and gym on-site.