Administrative Assistant – Construction

Workhoppers; Laurentides; On-site; CAD 38,000 - 52,000; Full time

Job summary

SIROY is seeking an administrative assistant to support management, project managers, accounting, and site teams in a Montreal-based environment. You will handle calls, emails, document formatting, filing, bid support, contracts, and vendor coordination to keep projects flowing smoothly.

The ideal candidate is reliable, organized, and pleasant, with strong French fluency, office software proficiency, and the ability to manage multiple tasks with accuracy and discretion.

Qualifications

• Experience in an administrative or coordination position.
• Strong organizational skills and attention to detail.
• Fluency in written and spoken French.
• Proficiency with office software and spreadsheets.
• Quick learner of new management systems.
• Ability to manage multiple requests without losing track of follow-ups.
• Clear and professional communication skills.
• Sound judgment and discretion.
• Proactive and solution-oriented.
• Ability to work independently while collaborating with the team.

Responsibilities

• Answer calls and emails and forward them to the appropriate individuals.
• Prepare, review, and format emails, letters, spreadsheets, and documents.
• Open and maintain project administrative files; filing plans, specifications, addenda, bids, contracts, and purchase orders.
• Support project managers in preparing requests for proposals and monitoring bids.
• Prepare contracts and purchase orders using templates; collect and verify required documents from suppliers and subcontractors.
• Receive invoices, perform initial approval, and forward them to the appropriate parties.
• Collaborate with accounting to track approvals and payments.
• Schedule meetings, prepare documents, and record follow-ups.
• Monitor administrative deadlines and follow up with stakeholders as needed.
• Support the preparation of project closure files, including warranties and manuals.
• Order supplies and ensure the smooth operation of the office.
• Contribute to the improvement of tools, templates, and work methods.

Skills

Administrative experience

Coordination

French fluency

Office software

Spreadsheets

Attention to detail

Strong communication

Independent worker

Tools

Microsoft Office

Job description

Montreal | Laurentians | Permanent Position

At SIROY, we're looking for an administrative assistant who likes things to be clear, well-organized, and well-followed up on.

Your Role

You will play a central role in our operations.

You will support management, project managers, accounting, and site teams.On a daily basis, your responsibilities will include:Answering calls and emails and forwarding them to the appropriate individuals; preparing, reviewing, and formatting emails, letters, spreadsheets, and documents; opening and maintaining project administrative files; filing plans, specifications, addenda, bids, contracts, and purchase orders; supporting project managers in preparing requests for proposals and monitoring bids; preparing contracts and purchase orders using our templates; collecting and verifying required documents from suppliers and subcontractors; and receiving invoices, performing initial approval, and forwarding them to the appropriate parties. Responsibilities;Collaborate with accounting to track approvals and payments;Schedule meetings, prepare documents, and record follow-ups;Monitor administrative deadlines and follow up with stakeholders as needed;Support the preparation of project closure files, including warranties and manuals;Order supplies and ensure the smooth operation of the office;Contribute to the improvement of our tools, templates, and work methods.

The goal: to ensure information flows smoothly, follow-ups progress, and nothing gets lost along the way.

The ideal candidate

Above all, we are looking for someone reliable, organized, and pleasant to work with.

You must:

• Have experience in An administrative or coordination position;
• Strong organizational skills and attention to detail;
• Fluency in written and spoken French;
• Proficiency with office software and spreadsheets;
• Quick learner of new management systems;
• Ability to manage multiple requests without losing track of important follow-ups;
• Clear and professional communication skills;
• Sound judgment and discretion;
• Proactive and solution-oriented;
• Ability to work independently while collaborating with the team.

Training in administration, office administration, or accounting is an asset. Experience in construction, architecture, or real estate would be particularly appreciated.

We don't expect you to know all our processes in the first week. We're looking for someone who listens, asks questions, and wants to understand how projects work.At SIROY, good administration isn't always obvious. But when it's done well, the entire team can focus on its projects.Stimulating ProjectsSIROY is a general contractor with its own teams of carpenters and joiners. We primarily undertake new construction and major renovations, from Montreal to Mont-Tremblant.We work on high-end homes and architectural projects that demand coordination, precision, and attention to detail.We regularly collaborate with architects, designers, and engineers. SIROY is also Passivhaus and Novoclimat certified, reflecting the importance we place on sound methods and quality workmanship.Behind every project, there are project managers, superintendents, carpenters, professionals, and suppliers who need to be able to rely on solid administration.That's where your work makes a real difference.SIROY is growing and continues to structure its operations.Our processes are well-established. However, there's still room to suggest a better way of doing things, simplify a tracking process, or improve a tool.So you're not just filling an existing position. You'll have the opportunity to help shape how we work in the office and on construction sites.

Working at SIROY

We value clear files, well-organized files, and people who communicate. We take our work seriously, but we also want to have fun together.

Our values: Building connections. Creating moments. Having fun. Pushing boundaries. Giving back.

Skiing, fishing, dinners, team activities, involvement in the 24h Tremblant: we want to build a company where people are proud of their projects and appreciate the people they work with.

Our work has been recognized at the Grands Prix du Design and the Prix Domus.

Do you like things done right, progress made, and want to contribute to projects the whole team can be proud of?