Administrative Assistant, Project Controls Full Time Permanent Oct 7

TESC Contracting Company; Northeastern Ontario; On-site; CAD 49,000 - 58,000; Full time

Benefits offered by this job

Competitive pay

Paid vacation & holidays

Career development

Challenging projects

Safety culture

Job summary

TESC is seeking an Administrative Assistant for Project Controls to support our fast-paced construction teams in Ontario.

You will manage payroll, procurement, accounts payable/receivable, and client billing, while maintaining accurate documentation and cost tracking. The role demands attention to detail, reliability, and teamwork across project sites.

Qualifications

• College diploma in Business Administration, Accounting, Construction Management, or related field.
• Minimum 2 years of experience in an administrative role; construction administration or project support is a plus.
• Experience with payroll allocation, procurement tracking, accounts payable/receivable is a plus.
• Strong proficiency in Microsoft Excel, including data reconciliation and automation (macros a plus).
• Excellent organization and time management; ability to handle multiple priorities.
• Professional communication with teams, vendors, and clients.
• Valid driver’s license and reliable transportation; willingness to travel to remote project sites.

Responsibilities

• Build and maintain relationships with project teams for timely information flow.
• Prepare, validate, and price Labour, Equipment, and Material documentation with correct rates and cost coding.
• Submit LEM packages for client approval and keep audit-ready records.
• Reconcile LEM data with tracking logs using Excel-based tools.
• Track on-site equipment to support billable cost recovery.
• Generate and process Purchase Order Requisitions (PORs) and amendments.
• Liaise with Accounts Payable and Receivable for accurate financial records.
• Collect, validate, and reconcile timesheets within the payroll system.
• Support the preparation and reconciliation of client billing packages.
• Coordinate onboarding, travel, and accommodations for project teams.
• Provide general administrative support to project operations.

Skills

Excel proficiency

Communication

Education

College diploma in Business Administration, Accounting, Construction Management

Tools

Macros (Excel)

Job description

Administrative Assistant, Project Controls

Full Time Permanent

We’re looking for a detail-oriented Administrative Assistant, Project Controls to support our team in a fast-paced construction environment. This role helps ensure accurate, timely financial and administrative processes, including payroll, procurement, accounts payable, and client billing.

What You’ll Do

• Build and maintain strong working relationships with project teams to ensure timely and accurate information flow
• Prepare, validate, and price Labour, Equipment, and Material (L.E.M.) documentation, ensuring correct rates, classifications, and cost coding
• Submit LEM packages for client approval, track status, and maintain organized records for audit readiness
• Reconcile LEM data with tracking logs using Excel-based tools to identify discrepancies and ensure data integrity
• Track on-site equipment to support billable cost recovery
• Generate and process Purchase Order Requisitions (PORs) and amendments
• Maintain procurement logs and monitor changes
• Submit packing slips to Accounts Payable for invoice matching and documentation tracking
• Liaise with Accounts Payable and Receivable to ensure accurate financial records
• Collect, validate, and reconcile timesheets within the payroll system
• Ensure proper cost allocation and compliance with agreements
• Support the preparation and reconciliation of client billing packages
• Ensure all documentation is complete, accurate, and submission-ready
• Help minimize billing delays through proactive data validation
• Coordinate onboarding, travel, and accommodations for project teams
• Provide general administrative support to project operations

What You Bring

• College diploma in Business Administration, Accounting, Construction Management, or a related field
• Minimum 2 years of experience in an administrative role. Experience in construction administration or project support considered an asset.
• Experience with payroll allocation, procurement tracking, accounts payable, and/or accounts receivable is considered an asset.
• Strong proficiency in Microsoft Excel, including data reconciliation and automation tools (experience using macros considered an asset).
• Strong organizational and time management skills, with the ability to manage multiple priorities
• High attention to detail and ability to work independently with minimal supervision
• Professional communication skills to collaborate with teams, vendors, and clients
• Valid driver’s license and reliable transportation
• Willingness to travel to remote project and camp locations.
• Ability to work extended hours, rotational schedules, or weekends as required.

What We Offer You

At TESC, we recognize that great people build great projects. We offer a competitive total rewards package designed to support your career, well-being, and future.

• Competitive compensation, including performance-based incentives
• Paid vacation, sick days, and statutory holidays
• Ongoing career development and advancement opportunities
• The opportunity to work on complex, high-impact industrial projects
• A strong safety culture and team-oriented environment where people support one another

Salary Range: $49,028 - $57,680. Salary will be determined based on relevant experience, qualifications, and demonstrated capabilities. Job-specific allowance may be paid in addition to the standard hourly rate to reflect particular assignment requirements, including site conditions, location, or the complexity and scope of the work. Any applicable allowance will be identified separately in the offer.

TESC is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, accommodation is available throughout our recruitment process for applicants with disabilities.