Administrative Officer

VINCI; Toronto; On-site; CAD 60,000 - 70,000; Full time

Benefits offered by this job

CAD 60k–70k CAD annual salary

4 weeks vacation

Annual bonus

Group Health Insurance

Career development opportunities

Cosmopolite and inclusive environment

Challenging project

Job summary

VINCI Construction Grands Projets Canada is seeking an Administrative Officer to support HR, invoicing, and office operations for a major Ontario project. You will manage timesheets, onboarding, procurement, travel, and IT setup, ensuring compliance and smooth daily operations.

Ideal candidates hold a diploma in accounting or office administration, with 3+ years in a construction environment, strong organizational skills, and proficiency in MS Office.

Qualifications

• Diploma in Accounting, Office Administration, Human Resources or a related field.
• Minimum 3 years of experience, preferably in a construction project environment.
• Strong organizational and multitasking skills.
• Attention to detail and ability to follow processes.
• Good communication skills and a team-oriented mindset.
• Proactivity, ability to work autonomously and prioritize tasks.

Responsibilities

• Timesheet - ensure proper management and follow-up of employees’ timesheets.
• Organize onboarding activities for new employees and coordinate orientation.
• Coordinate travel arrangements and setup IT equipment.
• Assist invoicing and procurement documentation and 3-way matching.
• Support office management and organize supplies and recurring orders.
• Liaise with HSE/Doc control for compliance and background checks.

Skills

Timesheet management

Onboarding coordination

Invoicing support

Procurement support

Travel arrangements

Office management

Communication skills

Education

Diploma in Accounting/Office Admin/HR

Tools

MS Office

Job description

VINCI Construction Grands Projets Canada, a subsidiary of VINCI Construction Grands Projets, part of the VINCI Group, construction worldwide leader, specialized in the design and construction of major civil engineering and building works in Canada is hiring an Administrative Officer.

What is the project?

The Pickering Nuclear Generating Station Refurbishment Program Involves Designing And Building a New Deep-water Intake In Lake Ontario To Improve The Plant's Cooling System. This Will Involve A5 km-long tunnel, built by a pressurized TBM (10.5 m diameter slurry TBM); Two vertical shafts (onshore and offshore); An offshore modular intake structure, resting on the lake bed. The project is distinguished by its proximity to an active nuclear site, requiring rigorous standards of safety, planning and coordination.

What You Will Do

Concretely, Your Tasks Will Be

HR & Administrative Support

• Timesheet - Ensure proper management and follow-up of employees’ timesheets (accuracy, completeness, deadlines, good cost allocation)
• Monitor compliance with timesheet submission requirements and follow up with teams when needed
• Organize onboarding activities for new employees:
• Liaise with HSE / Doc control to organise orientation sessions Manage background checks and OPG requests (or equivalent compliance documents)
• Coordination of company cars (if applicable)
• Organize travel arrangements: Flights, hotels, transportation Mission logistics and planning Setup of IT equipment (laptops, phones, access)

Invoicing & Procurement Support

• Prepare and compile supporting documentation required for client invoicing (invoicing details prepared by cost control manager)
• Ensure all billing documents are complete, accurate, and aligned with contractual requirements
• Coordinate with team members to collect necessary backup (timesheets, approvals, expenses)
• Supervise and perform goods/services receipt in the procurement system to confirm delivery
• Collect delivery notes or services completion form to support the reception in the system
• Support invoice reconciliation process - Match supplier invoices with purchase orders and receipts (3-way matching)
• Identify and follow up on discrepancies with vendors and internal stakeholders

Office Management

• Manage office supplies (stationery, consumables, etc.)
• Organize recurring orders (coffee, kitchen supplies, etc.)
• Ensure smooth day-to-day office operations and maintain a well-organized work environment

Your Skills

Diploma in Accounting, Office Administration, Human resources or a related field. Minimum 3 years of experience, preferably in a construction project environment. Strong organizational and multitasking skills Attention to detail and ability to follow processes Good communication skills and team-oriented mindset Proactivity, ability to work autonomously and prioritize tasks Basic knowledge of administrative, HR, procurement, or accounting processes is an asset Proficiency in Microsoft Office (Excel, Word, Outlook)

What Do We Have To Provide

• Annual gross compensation ranging from CAD 60,000 to CAD 70,000 depending on experience and profile;
• 4 vacation weeks & 3 emergency/sickness days paid;
• Annual bonus;
• Group Health Insurance (premium participation including virtual health care system);
• Career development opportunities;
• A cosmopolite and inclusive work environment;
• Attractive and challenging project.

About VINCI Construction Grands Projets Canada

Subsidiary of the VINCI Group, VINCI Construction Grands Projets Canada is involved in large-scale construction and civil engineering projects in Canada. The headquarter of VINCI Construction Grands Projets Canada is based in Montréal, Québec. We are currently involved in three major construction projects in Ontario valued at several billion Canadian dollars. The construction of the subway line south in Toronto, involving a six-kilometer tunnel and associated excavation work. The project includes the design, construction, and handover of all tunnels (twin tubes of 6 km each), 7 stations (turnkey for: 1 at-grade station and 6 underground stations) and civil engineering works. Extension of the Confederation Line in Ottawa, one of the components of Phase 2 of the city's O-Train system, which includes the design, construction, and financing of 27.5 km of light rail infrastructure. The work also includes 4 kilometers of cut-and-cover tunnels, 20 engineering structures, 16 stations and a light maintenance facility.