Office Administrator (12-Month Contract)

Lever, Inc.; Mississauga; On-site; CAD 48,000 - 58,000; Full time

Benefits offered by this job

Company perks and discounts

In-house cafeteria

On-site gym

Free parking

Job summary

Flynn Group of Companies in Mississauga, ON is seeking an Office Administrator for a 12-month contract. The role supports prequalification submissions, invoicing, insurance and bonds coordination across Canada and the US, and general administrative duties.

You will liaise with US branches, maintain data sheets, and reconcile payments while ensuring timely reporting and documentation across projects.

Qualifications

• Minimum 2 years in an administrative role; construction environment is a strong asset.
• Knowledge of COI (certificates of insurance) and surety administration.
• Invoicing experience is an asset.
• Must be organized, self-motivated with a sense of urgency.
• Able to prioritize deadlines and manage high-volume workload.

Responsibilities

• Review and prepare documentation for prequalification submissions for US branches.
• Coordinate with US branches to gather project details and best practices.
• Update prequalification data sheets annually.
• Process charges and reconcile insurance/bonds payments.
• Administer insurance and bonds certificates for Canada/US branches.

Skills

Administrative experience

COI & surety admin

Invoicing

Organized & self-motivated

Time management

Customer service

Tools

Microsoft Office

Excel (VLOOKUP/Pivot Tables)

Job description

At Flynn, it's not just a job, it's a career

Job Title: Office Administrator

Location: Mississauga, ON

Employment Type: Office, Salary, Contract (12 Months)

Job Functions: Office Administration

Industry: Building Envelope Construction

Salary: $48,000 - $58,000/year (12-Month Contract Role)

$48,000 - $58,000 a year

Responsibilities:

• Review and prepare prequalification submissions for US branches and provide relevant information to demonstrate company strength and ability related to safety, project references and financial information.
• Liaise with the branches across the US to gather and share best practices and project details for use in prequalification questionnaires.
• Gather & update prequalification data sheet annually.
• Review, log and coordinate payments of infraction fines issued related to Fleet.
• Review and coordinate requests related to Insurance and Bonds for Canada and US branches and distribute Bonds and Insurance Certificates.
• Maintain logs for bonds issued for Canada and US, validating calculation and costs.
• Administer payments for various billings through Perceptive platform, allocating coding as applicable.
• Reconcile monthly statements for outstanding payment of Insurance and Bonds billings;
• Reconcile and provide progress report for all Bonds issued for Canada and US on a monthly and quarterly basis for reporting purposes.
• Annual renewal of Insurance Certificates for Canada and US; includes coordination and distribution of required renewals.
• Receive requests from US branches to enroll applicable projects into CCIP/OCIP programs;
• Provide insurance cost worksheet for approval related to CCIP/OCIP projects.
• Reconcile internal monthly WC/GL Exempt Reports to ensure all CCIP/OCIP projects are included.
• Provide monthly payroll reports using various platforms as applicable related to CCIP/OCIP projects.
• Coordinate internal and 3rd party audits as required for CCIP/OCIP projects.
• General Administration as required, includes data entry, filing, letters, etc.

Qualifications:

• Minimum of 2 years’ experience in an administrative role; Construction environment considered a strong asset.
• Knowledge of COI (certificates of insurance) and surety administration.
• Invoicing experience is considered an asset.
• Must be organized and self-motivated with a sense of urgency.
• Able to prioritize competing deadlines and manage a high-volume workload efficiently.
• Courteous, professional, and customer service oriented.
• Proficiency with Microsoft Office Suite and web-based software.
• Intermediate Microsoft Excel knowledge is required (VLOOKUP, Macros, Pivot Tables etc.).

What We Offer:

• Company perks and discounts.
• On-going career development courses and programs through our in-house Flynn University
• Develop life skills by learning and growing both personally and professionally.
• Work on projects of various sizes and complexities.
• Company subsidized in-house cafeteria and on-site gym.
• Free parking.

Flynn Group of Companies is the leading trade contractor in North America that works on virtually every aspect of a building’s outer layer, including Roofing, Glazing, Waterproofing, and Architectural Metals. The foundation of our award winning success is having the right people on our team.

Disclosure: We use an AI-powered system to initially screen resumes. However, all applications/resumes are also reviewed by our team of Human Resources and Talent Acquisition Professionals to ensure a fair and thorough evaluation in determining a candidate’s potential fit for a role they applied to.

This posting is for an existing vacancy within the organization.