Office Manager - Project Management/Administrative Support

Valard Group of Companies; Timmins; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a highly organized Office Manager to provide essential administrative and project management support. This role is pivotal in ensuring the smooth execution of construction projects by coordinating schedules, managing financial processes, and facilitating communication among teams. You will play a key role in maintaining project documentation, overseeing timesheet accuracy, and providing IT support. This dynamic position offers a chance to thrive in a fast-paced environment while contributing to impactful projects. If you are detail-oriented and possess strong problem-solving skills, this opportunity is perfect for you.

Qualifications

• 3-5 years experience in project assistance or office management.
• Degree in Business Administration or related field required.

Responsibilities

• Coordinate construction projects and maintain schedules for timely delivery.
• Manage accounts receivable and payable processes efficiently.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Problem-Solving Abilities

Project Management

Education

Degree in Business Administration

Project Management Certification

Tools

Microsoft Office Suite

Payroll Software

Job description

Valard is Canada’s premier utility contractor, as well as head of the Valard Group of Companies and part of the Quanta Group, the largest electrical power contractor in North America. Valard has full-service capabilities for transmission, distribution, substations, foundations, telecommunications, and renewable energy.

A highly organized and detail-oriented Office Manager to provide comprehensive administrative and project management support. This combined role will play a critical part in supporting both on-site project teams and the overall office environment. The position will manage various tasks ranging from project coordination, financial and procurement support, travel coordination, IT requests, and timesheet management, to general administrative duties. You will work closely with project managers, field teams, and stakeholders to ensure the efficient execution of construction projects.

Project Coordination & Support:

• Assist with the coordination of construction projects, maintaining schedules, and ensuring timely project delivery.
• Support project teams by organizing and maintaining project documentation, reports, and records.
• Facilitate communication between project team members, stakeholders, and management.
• Ensure the timely submission and organization of reports, including daily, weekly, and monthly updates.
• Participate in safety programs, ensuring that safety guidelines are being followed and documented on site.

Financial & Procurement Support:

• Manage accounts receivable (AR) and accounts payable (AP) processes, including reviewing and processing invoices and purchase orders.
• Track and organize packing slips, tickets, and procurement documentation.
• Support the purchase order closeout process and handle expense report submissions.
• Assist with site-specific purchase order requests and entries.

Timesheet Management:

• Review timesheets for accuracy and consistency, ensuring that all time entries are correct.
• Input time data into the company’s payroll system and liaise with corporate payroll to address discrepancies.

Travel Coordination:

• Ensure all travel logistics are managed efficiently and in accordance with project timelines.

IT Support:

• Provide on-site IT support by assisting staff with equipment or system access needs.
• Relay IT requests to the corporate IT department and ensure timely resolution of equipment or system access issues.

General Administrative Duties:

• Perform general data entry and incorporate field data into reports as required.
• Manage hard copy documents, such as updating Foremen Binders with new drawings and project materials.
• Assist with general office administrative tasks, such as scheduling meetings, maintaining office supplies, and coordinating with other departments as needed.
• Foster communication and build relationships within the company to source critical information quickly.

KNOWLEDGE & SKILLS:

• 3-5 yrs experience
• A degree in business Administration, Project management or related field
• Proven experience in a project assistant, office management, or administrative support role, preferably in a construction or project-based environment.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Excellent communication skills, both written and verbal.
• High attention to detail and accuracy in all tasks, especially when handling financial data and project documentation.
• Proficiency in Microsoft Office Suite and other relevant project management and payroll software.
• Ability to work efficiently in a fast-paced, deadline-driven environment.
• Strong problem-solving abilities and a proactive approach to addressing issues and challenges.
• Flexibility to adapt to changing project needs and timelines.

Valard Construction LP is an equal opportunity employer, committed to a diverse workforce. We offer a competitive salary and a complete range of employee benefits.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' education and experience best meets the needs of the position. Only individuals selected for interviews will be contacted.