Office Manager - Project Management/Administrative Support

Valard Group of Companies; Timmins; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading utility contracting firm in Timmins is seeking an experienced Office Manager to provide comprehensive administrative and project management support. The role involves project coordination, financial management, travel logistics, and IT support. The ideal candidate has a degree in Business Administration or Project Management, along with strong organizational and communication skills. This position offers competitive benefits and is integral to the efficiency of construction projects.

Benefits

Comprehensive benefits package

Qualifications

• 3-5 years of experience in office management or administrative support, preferably in a construction environment.
• High proficiency in Microsoft Office Suite.
• Strong problem-solving abilities and proactive approach.

Responsibilities

• Coordinate construction projects and maintain schedules.
• Manage accounts receivable and payable processes.
• Review timesheets for accuracy.
• Ensure all travel logistics are efficiently managed.
• Provide on-site IT support and manage general administrative tasks.

Skills

Organizational skills

Communication skills

Attention to detail

Proficiency in Microsoft Office Suite

Problem-solving abilities

Education

Degree in Business Administration or Project Management

Tools

Project management software

Payroll software

Job description

Reporting to the Operations Manager, we are seeking 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 a wide variety of tasks including project coordination, financial and procurement support, travel coordination, IT requests, and timesheet management, as well as general administrative duties. The Office Manager 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.
• Analytical and conceptual skills to support project teams and office operations effectively
• Ability to collaborate and interact professionally with project managers, field teams, and stakeholders.

We offer a comprehensive and competitive total rewards package that incorporates a complete range of employee benefits, to ensure you have the tools necessary to manage, maintain, and improve your health and wellbeing.

About our Business

Valard Construction is Canada’s premier utility contractor providing comprehensive EPC+ (engineering, procurement, construction) and maintenance services to utilities, independent power producers, mining, oil and gas industries and rural electric associations. We have the capabilities, knowledge, and resources to take on any project, any size, any complexity, anywhere. We are also part of QuantaServices, the largest electrical power contractor in North America.

Valard Construction is an equal opportunity employer.

Learn more

Visit us at www.valard.com and connect with us on our social media channels for our latest news, employee stories, community activities, and other updates.

* Depending on qualifications, the successful candidate may be offered a position at a more appropriate level.

* Applicants must have legal authorization to work in Canada with no restrictions.

* Valard Construction is committed to providing employment opportunities to all qualified individuals, without regard to race, religion, age, sex, color, national origin, sexual orientation, gender identity, veteran status, or disability. Accommodation for applicants with disabilities is available on request during the recruitment process.