Administrator & Accounts Payable

Louis W. Bray Construction; Vars; On-site; CAD 36,000 - 48,000; Full time

Job summary

Louis W. Bray Construction Limited is seeking an Administrator for a six-month contract at the Vars, Ontario office. The role focuses on accounts payable, reception, and general administrative support to keep daily operations running smoothly.

The successful candidate will manage supplier invoices, vendor records, PO back-up, and routine office tasks across two Ontario offices. Strong organizational and communication skills are essential for this fast-paced role.

Qualifications

• Previous office management/ administrative support.
• Previous experience in Accounts Payable, Accounting, Bookkeeping, or administrative support.

Responsibilities

• Process and enter supplier invoices into the accounting system with accuracy.
• Review invoices for proper approvals and coding; reconcile vendor statements.
• Prepare and process AP payments (cheques and EFTs).
• Maintain vendor records; set up new vendors in ERP.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Discretion

Independent worker

Tools

Excel

Accounting software

ERP systems

Office suite

Job description

Louis W. Bray Construction Limited is a well-established Heavy Civil Construction Contractor that has continually built on its solid reputation throughout Ontario since 1972. We are seeking an Administrator for a six-month contract to provide accounts payable and general administrative support as part of our team. The office is in Vars, Ontario, near the East end of Ottawa. Reliable transportation is required to commute to and from work.

Responsibilities include:

Accounts Payable

• Process and enter supplier invoices accurately into the accounting system.
• Review invoices for proper approvals and coding.
• Reconcile vendor statements and investigate discrepancies.
• Set up new vendors in the ERP/accounting system and maintain vendor records
• Act as back-up in creating and issuing purchase orders in accordance with company policies and procedures.
• Prepare and process accounts payable payments, including cheques and electronic fund transfers.
• Maintain organized electronic and physical filing systems for finance records.
• Assist with quarry accounts receivable activities, including invoicing, payment application, and customer inquiries.

Reception and General Office Support

• Answer incoming telephone calls and route them to the appropriate employee or department.
• Greet visitors, confirm the purpose of their visit, and notify the appropriate internal contact.
• Receive, record, and distribute deliveries, couriers, and incoming packages.
• Complete routine inventory checks for office, printer, kitchen, and cleaning supplies for two offices (Vars and Kanata).
• Maintain standard reorder quantities and identify shortages.
• Prepare routine supply orders for approval or submit orders within approved spending limits.
• Coordinate routine requirements with cleaning providers.

Meeting Coordination and Event Support

• Reserve meeting rooms or establish virtual meeting links.
• Prepare room, audiovisual, and virtual-meeting arrangements.
• Collect agenda items and supporting materials from contributors.
• Assemble and circulate meeting packages.
• Print or distribute documents where required
• Arrange meals, refreshments, accommodations, and other approved meeting logistics, such as dinners, team building activities.
• Support corporate wide events as required
• Support client and vendor events as required

Qualifications & Requirements

• Previous office management/ administrative support
• Previous experience in Accounts Payable, Accounting, Bookkeeping, or administrative support.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Proficiency in Microsoft Office, particularly Excel.
• Experience with accounting software or ERP systems is considered an asset.
• Ability to handle confidential information with discretion.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively within the team and manage multiple priorities in a fast-paced environment.”

Louis W. Bray Construction welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates participating in all aspects of the selection process. Thank you in advance for your interest in this position.