Office Administrator

Bilinguallink; Oakville; On-site; CAD 28,000 - 36,000; Part time

Job summary

Bilinguallink is seeking a highly organized Part-Time Office Administrator to support day-to-day operations in Oakville, Ontario. The role offers up to 25 hours per week, ideally 5 hours per day across five days, and involves supporting leadership, project teams, estimating, and business development.

Responsibilities include handling reception, directing communications, coordinating supplies and meetings, processing invoices, maintaining records, onboarding, and assisting with CRM data and

Qualifications

• 3+ years of administrative experience (construction or project-based environment preferred).
• Post-secondary education in Business Administration or Office Administration is an asset.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills.
• High attention to detail and administrative accuracy.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
• Experience with CRM or construction project management systems is an asset.
• Proactive, reliable, and able to work independently with multiple teams.

Responsibilities

• Provide administrative support to Eastern Canada operations.
• Manage office reception and communications (phone, email, general inquiries).
• Coordinate office supplies, facilities, maintenance, and equipment needs.
• Coordinate meetings, calendars, travel, and office logistics as required.
• Take meeting minutes and track action items for operations meetings.
• Maintain organized filing systems and accurate document control and records.
• Process invoices, track office expenses, and support administrative budgeting activities.
• Organize office events, meetings, and internal communications.
• Support onboarding activities, including workspace setup and equipment coordination.
• Collect and submit weekly employee timesheets to Head Office in line with payroll deadlines.
• Provide administrative support to Project Managers, Estimators, and Project Administrators.
• Assist with regional reporting, documentation, and other administrative initiatives as required.
• Support Business Development by maintaining CRM data, client lists, and opportunity tracking.
• Coordinate registration for conferences, trade shows, and networking events.
• Support LinkedIn, website, and social media updates related to Business Development activities.
• Assist with prequalification submissions and maintaining project sheets, employee resumes, and related documentation.

Skills

Administrative experience

Strong organizational skills

Excellent communication

Attention to detail

Microsoft Office proficiency (Outlook,

Education

Post-secondary education in Business Administration or Office Administration

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

CRM or construction project management systems

Job description

OFFICE ADMINISTRATOR (Part-time)

Location: Oakville, ON

Schedule: Part-time up to 25 hours per week (ideally 5 hours per day, 5 days per week)

THE ROLE

We are seeking a highly organized and proactive Part-Time Office Administrator to support day-to-day office operations and provide administrative assistance to leadership, project teams, estimating, and business development.

This role is ideal for someone who enjoys a varied administrative position, can work independently, and is comfortable supporting multiple teams in a fast-paced, project-based environment.

YOUR RESPONSIBILITIES

You will help keep the office organized and running smoothly while providing administrative support to regional operations and project teams. Duties include:

• Provide administrative support to Eastern Canada operations
• Manage office reception and communications, including phone, email, and general inquiries
• Coordinate office supplies, facilities, maintenance, and equipment needs
• Coordinate meetings, calendars, travel, and office logistics as required
• Take meeting minutes and track action items for operations meetings
• Maintain organized filing systems and accurate document control and records
• Process invoices, track office expenses, and support administrative budgeting activities
• Organize office events, meetings, and internal communications
• Support onboarding activities, including workspace setup and equipment coordination
• Collect and submit weekly employee timesheets to Head Office in line with payroll deadlines
• Provide administrative support to Project Managers, Estimators, and Project Administrators
• Assist with regional reporting, documentation, and other administrative initiatives as required
• Support Business Development by maintaining CRM data, client lists, and opportunity tracking
• Coordinate registration for conferences, trade shows, and networking events
• Support LinkedIn, website, and social media updates related to Business Development activities
• Assist with prequalification submissions and maintaining project sheets, employee resumes, and related documentation

WHAT WE LOOK FOR

• 3+ years of administrative experience; experience in construction or a project-based environment is preferred
• Post-secondary education in Business Administration, Office Administration, or related field is an asset
• Strong organizational skills with the ability to manage multiple priorities
• Excellent communication and interpersonal skills
• High attention to detail and strong administrative accuracy
• Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams
• Experience with CRM or construction project management systems is an asset
• Proactive, reliable, and comfortable working independently and supporting multiple teams
• Ability to work effectively in a part-time capacity while maintaining strong organization and follow-through