Office Administrator (12-Month Contract)

Flynn Group of Companies; Mississauga; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Company perks

In-house training

Life skills development

Projects variety

On-site cafeteria

Free parking

Job summary

Flynn Group of Companies is seeking an Office Administrator in Canada to support prequalification activities for US branches, coordinate documentation, and manage invoicing and payments related to insurance and bonds. The role requires strong organization, customer-service mindset, and proficiency with MS Office.

You will liaise with US branches, maintain data sheets, renew certificates, and assist with CCIP/OCIP programs while ensuring accurate reporting and process compliance.

Qualifications

• Minimum 2 years 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, self-motivated and able to meet deadlines under pressure.
• Courteous, professional and customer-service oriented.
• Proficient with Microsoft Office Suite and web-based software; intermediate Excel skills.

Responsibilities

• Review and prepare prequalification submissions for US branches with supporting information.
• Coordinate with US branches to share best practices and project details for prequalifications.
• Update prequalification data sheets annually.
• Administer payments and reconcile insurance/bonds-related statements.
• Coordinate insurance and bonds for Canada/US and distribute certificates.
• Maintain logs for bonds issued and validate costs.
• Process payments via the Perceptive platform and code as needed.
• Reconcile monthly statements for insurance and bonds; prepare reports.
• Renew insurance certificates annually and distribute renewals.
• Enroll projects into CCIP/OCIP programs as requested by US branches.
• Provide insurance cost worksheets for CCIP/OCIP project approvals.
• Reconcile WC/GL exempt reports to ensure CCIP/OCIP project inclusion.
• Prepare monthly payroll reports related to CCIP/OCIP projects.
• Coordinate internal and third-party audits for CCIP/OCIP projects.

Skills

Office Administration

COI & Surety administration

Invoicing

Microsoft Office Suite

Tools

Microsoft Excel

Perceptive platform

Job description

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

Job Title: Office Administrator

Job Functions: Office Administration

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

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

CANRO

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.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.