Office Administrator

Pinchin Ltd; Barrie; On-site; CAD 50,000 - 55,000; Full time

Benefits offered by this job

Vacation time (min 3 weeks)

Professional memberships reimbursement

Wellness spending account

Team events

Flexible workplace

Job summary

Pinchin Ltd. in Barrie, ON is hiring an Office Administrator to coordinate administrative and office support services for the Barrie office. This in-person role reports to the Operations Manager and supports multiple service lines and staff.

The ideal candidate is highly organized, with strong communication and customer-service mindset, and proficient in Microsoft Office. Relevant degree or diploma is an asset, and background in office coordination is preferred.

Qualifications

• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently while supporting multiple teams.

Responsibilities

• Coordinate project administration and invoicing within the Barrie office.
• Prepare and format client deliverables and quality documentation.
• Schedule meetings and track administrative activities.
• Enter and update project information in Pinchin's project management system.
• Assist onboarding documentation with People & Culture and Head Office.
• Support staff, clients, and visitors to maintain a welcoming office.

Skills

Communication skills

MS Office

Organization

Time management

Independent work

Education

Business Admin diploma/degree

Tools

Microsoft Office Suite

Job description

Annual Salary Range – $50,000 - $55,000 CAD

Looking to grow your career in a supportive, professional environment? Pinchin is hiring an Office Administrator for our Barrie, ON office.

Pinchin makes buildings and environments better. We are a multidisciplinary engineering and consulting firm with offices across North America. Our teams bring together expertise in environmental services, compliance, building science and resiliency, occupational health and safety, sustainability, and engineering. We help clients create safe, healthy, and higher performing places through solutions that reflect innovation, care, and deep technical insight.

At Pinchin, we empower our people uphold unwavering principles and work with purpose to create better outcomes for our clients, communities, and environments.

Pinchin is seeking an Office Administrator to join our team in Barrie, ON. This position reports to the Operations Manager.

Role Overview

Reporting to the Operations Manager, the Office Administrator is responsible for coordinating efficient administrative and office support services to ensure the smooth operation of our Barrie office. This role provides day-to-day support to multiple service lines and serves as a key point of contact for staff, clients, and visitors.

This is an in-person role, and the successful candidate is expected to be present in the office to effectively support staff, collaborate with teams, and contribute to a positive and well-organized workplace environment.

Your Role and Action

• Support project administration, including opening files, preparing invoices, initiating project documentation, and coordinating project close-outs.
• Ensure client deliverables are accurately formatted and all required quality documentation is completed.
• Coordinate the assembly and timely delivery of reports, proposals, and other client-facing documents.
• Assist with the preparation and processing of technical reports, assessments, and proposals.
• Manage office invoicing and billing activities.
• Enter, maintain, and update project information within Pinchin's project management software.
• Support project coordination activities, including scheduling and administrative tracking.
• Coordinate new employee onboarding documentation in collaboration with People & Culture and Head Office.
• Assist with meeting coordination, including scheduling, preparation of materials, and meeting minutes as required.
• Support company-wide initiatives and act as a liaison between local teams and corporate departments.
• Maintain office supplies, equipment, and general office organization.
• Foster a professional, welcoming, and collaborative office environment for employees, clients, and visitors.

What You’ll Bring to Pinchin

The ideal candidate is highly organized, detail-oriented, and proactive, with a strong customer service mindset. They enjoy supporting teams, managing multiple priorities, and contributing to a positive workplace culture.

• Diploma or degree in Business Administration, Office Administration, or a related field is considered an asset.
• Previous experience in an administrative, office coordination, or office support role.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities, with the capacity to balance competing priorities.
• Strong interpersonal skills and a collaborative, service-focused approach.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently while supporting multiple teams and service lines.

For Current Employees

Current employees are encouraged to speak with their HR Advisor for information on the application process.

Compensation and Assessment

Pay ranges are listed as required by law. Final compensation reflects each candidate’s education, experience, qualifications, and work location.

As part of our recruitment process, we use AI technology to support a fair and consistent evaluation of all applicants.

What makes Pinchin different?

We offer competitive salaries and great benefits. What sets Pinchin apart is our commitment to people and purpose. You will join a team that values curiosity, integrity, and learning. You will grow alongside supportive leaders and subject matter experts who want you to succeed.

Employees enjoy mentoring and career development programs, a flexible workplace that supports work life balance, paid personal days, minimum of three weeks of vacation to start, reimbursement for professional memberships, environmental and community involvement opportunities, a wellness spending account, social activities, team events, corporate hotel rates, and more.

• Some positions may involve online testing during the recruitment process.
• Depending on the assignment, clients may require Government security screening, criminal record verification, or periodic drug and alcohol testing. Depending on the requirements of the position, preference may be given to candidates who are able to efficiently qualify for Government security clearances. (Verification of background information over the previous five years including Canadian residency.)

We are committed to employment practices that support a diverse and inclusive workplace. If you require reasonable accommodation during the recruitment process, please let us know.

If you require reasonable accommodation during the recruitment process, please let us know.

We make buildings and environments better.