Administrative Manager / Project Manager (eligible for one of Emploi Québec’s wage subsidy programs)

Flexxco Construction; Montreal; Hybrid; CAD 60,000 - 90,000; Full time

Job summary

Flexxco Construction, une entreprise familiale en pleine croissance, recherche un Manager Administratif / Gestion de Projet pour une position clé au sein de son équipe. Vous serez responsable de la gestion comptable, du suivi des projets et du soutien administratif, tout en travaillant dans un environnement dynamique. Ce rôle requiert un bilinguisme avancé, des compétences en gestion de projet et une maîtrise des outils numériques, tout en offrant flexibilité de travail depuis chez soi.

Benefits

Travail principalement à distance

Équipement informatique fourni

Activités d'équipe

Équilibre travail-vie personnelle

Qualifications

• Capacité à communiquer efficacement en français et en anglais.
• Compétences dans l'utilisation des outils numériques et logiciels de comptabilité et de gestion de projet.
• Aptitude à gérer plusieurs priorités dans un environnement dynamique.

Responsibilities

• Gestion de la comptabilité, y compris la paie et les obligations fiscales.
• Suivi et gestion des coûts des projets en temps réel.
• Coordination des tâches administratives et communication avec les parties prenantes.

Skills

Bilinguisme avancé (Français et Anglais)

Maîtrise de Google Suite

Compétences en gestion de projet

Gestion du stress et des priorités

Attention aux détails

Tools

QuickBooks

Monday.com

Job description

Flexxco Construction is a family-owned and fast-growing company specializing in high-end residential renovations, offering customized services. We are looking for an Administrative Manager / Project Manager to join our dynamic team. This key role will support the administrative management of the company while ensuring smooth communication between the various project teams.

Main Responsibilities :

Accounting Management :

Bookkeeping for the company, with particular attention to the accuracy of financial records.

Monthly bank reconciliation to ensure consistency between the company’s bank accounts and the accounting records.

Preparation and processing of employee payroll, in compliance with tax laws and company policies.

Ensure compliance with various government obligations, such as Revenu Québec, Revenu Canada, and source deductions (DAS), ensuring all filings and payments are made on time.

And all other related tasks.

Administrative Project Follow-Up :

Management and monitoring of project costs in coordination with the foreman and the project manager, in order to update financial data in real time to ensure that costs remain within budget limits.

Preparation and follow-up of client invoices, ensuring that all necessary information is correctly entered and that payments are collected on time.

Preparation and document management related to the projects (client files, estimates, and contracts).

Coordination of supplier payments, ensuring contractual deadlines are met and maintaining good relationships with external partners.

Monitoring supplier invoices to ensure that all transactions are properly processed and that payments are made in a timely manner.

Verification of contracts and supplier payment terms to ensure they are respected.

Support in project calendar management.

And all other related tasks.

General Administrative Support :

Coordination of the company’s administrative tasks, including management of the executive agenda and preparation of administrative documents.

Follow-up and organization of team, management, or other meetings, ensuring proper file management and regular reporting on the status of projects and finances.

Ensure ongoing communication with various stakeholders, such as clients, suppliers, and internal teams, to guarantee effective administrative follow-up. This includes handling requests, sharing relevant information, and coordinating necessary documents to ensure the smooth running of the company’s administrative activities.

Provide all necessary reports and statements.

And all other related tasks.

Optimization of Administrative Processes & IT Tools :

Propose solutions to improve administrative processes and optimize project management, including subscription optimization (costs, users) and the various applications used (notably IT tools such as Google Suite, Monday, QuickBooks, Timesheets, etc. — with a goal of integration and simplification).

Implement effective systems to track costs and resources used in each project, thereby facilitating strategic decision-making (achieve a dashboard-style management, daily tracking, periodic reporting, etc.).

And all other related tasks.

Required Skills :

Advanced bilingualism (French and English) : Professional ability to communicate effectively in both languages, both written and spoken.

Proficiency with digital tools : Excellent command of Google Suite (Docs, Sheets, Drive), Adobe Acrobat, QuickBooks Online for accounting, and project management software such as Monday.com and any other useful software integrations.

Adaptability and stress management : Ability to manage multiple priorities simultaneously in a constantly evolving environment while maintaining a high level of accuracy.

Sought-after Personality Traits :

Customer service mindset : Attention to detail and customer satisfaction. A person with a professional attitude, while being warm and informal when the situation calls for it.

Rigor and attention to detail : Precision and quality in all administrative tasks.

Team spirit : Positive attitude and ability to work collaboratively.

Autonomy and proactivity : Ability to work independently while being a driving force for new ideas.

Discretion and reliability : Respect for confidentiality and responsible handling of sensitive information.

Benefits :

Mainly remote work : Flexibility to work from home, with occasional but mandatory in-person team meetings.

Provided IT equipment : Everything needed to work effectively from home.

Work-family balance : Fair employment policy promoting a good balance between professional and personal life.

Team activities : Participation in team-building events to strengthen cohesion.

Compensation and Hours :

Compensation : To be discussed based on experience. The candidate must be eligible or able to qualify for one of Emploi Québec’s wage subsidies. Attractive opportunities for advancement — fast-growing company seeking a key employee to actively contribute to the company’s goals along with the rest of the team. Solid experience required; however, support and training will be provided to help the candidate grow into the role.

Work schedule : Full-time position. Exact weekly hours to be discussed based on the candidate's availability and agreed salary. Minimum of 35 hours and maximum of 40 hours per week.

Work hours : Company office and employee / partner follow-ups are from 8 a.m. to 5 p.m., Monday to Friday, with possible flexible scheduling for tasks that are not time-sensitive to those office hours.

How to Apply :

Please include an explanation or proof of your eligibility for one of Emploi Québec’s wage subsidies with your application.

Selected candidates will be invited to a first interview via videoconference . Following the first interview, a second in-person round will determine the selected candidate for the position.

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