Administrator & Accounts Payable

Louis W. Bray Construction Limited; Vars; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Accommodations available on request

Job summary

Louis W. Bray Construction Limited is seeking an Administrator for a six-month contract in Vars, Ontario, to support accounts payable and general office functions.

You will process invoices, manage vendor records, assist with PO creation, and handle front-desk tasks as part of the finance and operations team. Ideal candidates have prior office administration experience, strong organization, and proficiency with Microsoft Excel.

Qualifications

• Previous office management/administrative support experience.
• 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 an asset.
• Ability to handle confidential information with discretion.

Responsibilities

• 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.
• Assist with purchase orders in accordance with company policies.
• Prepare and process accounts payable payments (cheques and EFTs).
• Maintain filing systems for finance records.
• Assist quarry accounts receivable activities (invoicing, payment application, inquiries).
• Answer incoming calls and route to appropriate staff.
• Greet visitors and manage front-desk activities.
• Receive and distribute deliveries and packages.
• Conduct routine inventory checks for two offices (Vars and Kanata).
• Coordinate meeting rooms and virtual meeting links.
• Prepare meeting materials and distribute packages.
• Arrange meals and logistics for meetings and events.

Skills

Accounts Payable

Office Administration

Excel

Communication

Time Management

Discretion

ERP Systems

Tools

ERP systems

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.