Office Administrative Assistant – Civil

EBC Inc.; Toronto; Hybrid; CAD 60,000 - 105,000; Full time

Benefits offered by this job

4 weeks of annual vacation

Flexible group insurance program upon/

Group RRSP with employer DPSP

24-hour access to a virtual doctor (te

Training and development programs

Employee assistance program

Best Managed Companies recognition

Job summary

EBC Inc. is a leading Canadian infrastructure firm delivering major projects across the country.

The Administrative Assistant provides essential administrative and organizational support to the Civil Group, coordinating processes, managing correspondence, and assisting with purchasing and accounting activities to keep daily operations efficient and professional. The role collaborates with team members across the Civil Group to ensure smooth office functions, accurate records, and a productive

Qualifications

• Post-secondary Education in Business Administration or similar program, or a combination of relevant training and experience.
• 1-2 years of experience in a similar role, preferably in the construction industry.
• Excellent command of Microsoft Office Suite and Outlook applications.
• Knowledge of the construction industry.
• Experience managing office facilities.
• Knowledge of purchasing processes.

Responsibilities

• Oversee the day-to-day operations of the office.
• Serve as the primary point of contact for office-related inquiries.
• Coordinate office maintenance, repairs, and vendor relationships.
• Manage incoming mail, deliveries, and office correspondence.
• Organize meetings, office events, and employee activities as required.
• Process and track purchase orders (POs).
• Order office supplies, kitchen supplies, coffee, and other workplace essentials.
• Maintain appropriate inventory levels.
• Liaise with vendors and suppliers to ensure timely deliveries and resolve issues.
• Process invoices and support accounts payable activities.
• Assist with accounts receivable tracking and follow-up.
• Maintain accurate financial and administrative records.
• Coordinate with the Finance department regarding payments and invoicing.
• Submit expenses to Finance department.
• Maintain filing systems and office records.
• Prepare reports, correspondence, and other business documents.
• Support leadership with scheduling, travel arrangements, and special projects.
• Ensure compliance with company policies and administrative procedures.

Skills

Microsoft Office Suite

Outlook

Organizational skills

Planning

Communication

Bilingual (French/English) asset

Education

Post-secondary Education in Business Administration or similar

Tools

Purchasing software (ERP/PO systems)

Office management software

Job description

EBC thinks outside the box and deploys all its know-how to carry out major infrastructure projects: bridges, roads, highways, tunnels, marine installations. Our ability to meet deadlines and budgets, as well as our vast expertise in the field, allow us to actively participate in large-scale projects such as the Samuel‑De‑Champlain Bridge, the Réseau Express Métropolitain (REM), and the Site C hydro-electric power station located near Fort St‑John in British Columbia.

The Administrative Assistant provides administrative and organizational support to the Civil Group, helping ensure the efficient day-to-day operation of the office. This role is responsible for coordinating administrative processes, managing correspondence and documentation, supporting purchasing and accounting activities, scheduling meetings, and assisting with office‑related tasks. The Administrative Assistant works closely with team members across the Civil Group to support business operations and contribute to a professional, organized, and productive work environment.

Working at EBC means being part of a thriving company that operates in a variety of sectors across Canada. It also means working for a company concerned about the health and well‑being of its employees by offering them a variety of actions and programs.

Want to join forces with a talented and dynamic team? Are you looking for an enjoyable work environment with excellent working conditions? EBC is the ideal place to take on new challenges and advance your career.

Responsibilities

Office Operations & Administration

• Oversee the day-to-day operations of the office.
  
• Serve as the primary point of contact for office-related inquiries.
  
• Coordinate office maintenance, repairs, and vendor relationships.
  
• Manage incoming mail, deliveries, and office correspondence.
  
• Organize meetings, office events, and employee activities as required.
  

Purchasing & Inventory Management

• Process and track purchase orders (POs).
  
• Order office supplies, kitchen supplies, coffee, and other workplace essentials.
  
• Maintain appropriate inventory levels.
• Liaise with vendors and suppliers to ensure timely deliveries and resolve issues.

Accounts Payable & Accounts Receivable Support

• Process invoices and support accounts payable activities.
  
• Assist with accounts receivable tracking and follow-up.
  
• Maintain accurate financial and administrative records.
  
• Coordinate with the Finance department regarding payments and invoicing.
  
• Submit expenses to Finance department.

Administrative Support

• Maintain filing systems and office records.
  
• Prepare reports, correspondence, and other business documents.
  
• Support leadership with scheduling, travel arrangements, and special projects.
  
• Ensure compliance with company policies and administrative procedures.

Requirements

• Post-secondary Education in Business Administration or similar program, or a combination of relevant training and experience.
• 1-2 years of experience in a similar role, preferably in the construction industry.
• Excellent command of Microsoft Office Suite and Outlook applications.
• Knowledge of the construction industry.
• Experience managing office facilities.
• Knowledge of purchasing processes.

Skills and attitudes required

• Strong organizational and planning skills.
• Proactive and resourceful.
• Ability to maintain accuracy in administrative and financial processes.
• Professional and approachable.
• Adaptable and flexible, with the ability to respond to changing business needs.
• Strong problem-solving skills.
• Bilingualism, French and English, would be considered an asset.

Conditions offered by EBC

• 4weeks of annualvacation.
• Flexiblegroup insurance program uponentry.
• Group RRSP with employer contribution to a DeferredProfit-SharingPlan (DPSP).
• 24-houraccess to a virtual doctor (telemedicine).
• Training and development programs.
• Employee assistance program.
• A company built on values of respect, integrity, and a job well done.
• Firm recognized as one of Canada’s Best Managed Companies.

In accordance with applicable pay transparency legislation, EBC Inc. has included the expected salary range for this role, which is $60,000–$105,000. Compensation within the range is determined based on relevant experience, qualifications, localization, and internal equity. Base salary is one component of EBC’s comprehensive total rewards offering, which may include performance-based incentives, extended health and wellness benefits, retirement savings programs, and career development opportunities.

As part of our commitment to fair and transparent hiring practices, EBC may use artificial intelligence (AI) tools to support the candidate pre-screening process. These tools are used responsibly and in accordance with applicable privacy laws as well as EBC’s policies. Final decisions always remain the responsibility of our qualified talent acquisition professionals.

EBC welcomes applications from First Nations, Inuit, and Métis candidates and is committed to fostering an inclusive, culturally safe workplace.

In accordance with our policy, we will communicate only with the selected candidates for an interview.

NOTICE TO RECRUITMENT AGENCIES, PLACEMENT SERVICES AND PROFESSIONAL RECRUITERS

EBC inc. and its affiliated entities (“EBC”) have an internal recruiting department. The EBC Talent & Culture team may, from time to time, engage recruitment agencies, placement services or temporary professional recruiters (“Agencies”). However, EBC will not accept unsolicited references from Agencies and will only remunerate them in the presence of a prior written agreement defining the precise parameters of the recruitment mandates. EBC will therefore not accept CVs from sources other than the candidate himself. Any CV sent to EBC, by any means of communication, will be deemed to be the property of EBC. EBC reserves the right to solicit and engage such candidates without financial obligation to the Agency.