TBM Administrative Assistant

Ontario Transit Group - Ontario Line - Southern Civil, Stations & Tunnel; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading construction organization in Toronto is seeking a Construction Administrator to support various construction projects. The role involves managing documentation, ensuring compliance with contracts, and maintaining project records. Ideal candidates possess strong organizational and communication skills, proficiency in Microsoft Office Suite, and experience with PowerBI. Join a diverse team dedicated to improving Ontario's infrastructure.

Benefits

Competitive Salary

Comprehensive Benefits Package

Discretionary Bonus

Qualifications

• Proven experience as an administrative assistant or similar role.
• Strong communication and interpersonal abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Maintain project records, including contracts and change orders.
• Assist with contract drafting and review.
• Manage data in project management software.

Skills

Organizational skills

Communication skills

Time-management skills

Proficiency in Microsoft Office Suite

Proficiency in PowerBI

Education

High school diploma or equivalent

Associate or bachelor’s degree

Tools

Microsoft Office Suite

PowerBI

MS Project

Job description

Company Description

Ferrovial Construction Canada Inc. and VINCI Construction Grands Projects are undertaking the design, build, and finance the Ontario Line Southern Civil, Stations, and Tunnel (South Civil) package. As Ontario Transit Group, we are mobilizing our design and construction crews, with major works. The South Civil contract is anticipated to be completed in 2030. The project will strengthen Ontario’s economy by supporting an estimated 1,500 jobs at the peak of construction.

What is the project?

• A six-kilometer tunnel and associated tunnelling works from Exhibition to Don Yard portal (west of the Don River).
• Stations:
• One above-ground station to be integrated with the existing GO Transit Exhibition Station.
• Two underground stations to be integrated with the existing TTC Osgoode and Queen subway stations.
• Four new underground stations (King/Bathurst, Queen/Spadina, Moss Park, Corktown).

The benefits to Ontario

• Faster, more frequent, and reliable access to rapid transit with more than 227,500 people living within a 10-minute walk of an Ontario Line station.
• Improve the quality of life for commuters by reducing daily travel time.
• Reduce crowding on the existing Line 1 (Yonge-University) subway.
• Up to 57,000 more jobs accessible by transit (in 45 minutes or less) for Toronto residents.
• Economic and community growth along the future transit line and thousands of job opportunities annually during construction.
• Reduction in traffic congestion, greenhouse gases, and fuel consumption by providing an alternative transportation option.

Job Description

A Construction Administrator supports construction projects by handling administrative tasks, ensuring projects stay on track, and managing documentation, contracts, and communication between stakeholders.

Key Responsibilities of a Construction Administrator include:

• Maintaining records presence and holidays for TBM white and blue collar
• Maintaining a record (PowerBI) of TBM working hours of labor and plant equipment
• Maintaining and updating files with all SDS (input will be shared/provided by TBM specialist)
• Maintaining and organizing project records, including contracts, change orders, and minutes of meetings
• Assisting with contract drafting, review, and ensuring compliance with legal and regulatory requirements
• Managing the distribution of offices and locker rooms
• Managing the meeting room dispatch
• Managing consumables for printers, office, and coffee break area
• Assisting with project scheduling, tracking progress, and budgets presentation
• Assisting with project PowerPoint for budget, schedule, and other tasks relating to the project
• Assisting the TBM team with trackers and the organization of the work
• Assisting the TBM plant team with some trackers
• Maintaining accurate records of all construction activities, including
• Logs
• Reports
• Photos
• Safety reports
• Managing in case of events/training for the organization
• Inputting and managing data in project management software and databases

Qualifications

• Proven experience as an administrative assistant or similar role
• Proficiency in Microsoft Office Suite with expertise in Excel & PowerPoint
• Proficiency in PowerBI
• Excellent organizational and time-management skills
• Strong communication and interpersonal abilities
• Ability to work independently and as part of a team
• High school diploma or equivalent; associate or bachelor’s degree preferred
• Working knowledge of MS Project is considered an asset

Additional Information

We Offer

• Competitive Salary
• Comprehensive Benefits Package
• Disability Insurance
• Dental Insurance
• Extended medical insurance
• (Optional) RRSP matching
• Discretionary Bonus

Why OTG?

Welcome to Ontario Transit Group (OTG), located in the heart of Downtown Toronto, where diversity and passion collide. As we work on the groundbreaking Ontario Line project, we prioritize fostering a positive culture. Join us and be part of a team that celebrates our employees, organizes family events, and promotes health and wellness initiatives. Our commitment to personal and professional growth means annual performance reviews, salary increases, comprehensive health benefits, generous RRSP matching, industry education support, and career development opportunities.

At OTG, we embrace diversity, recognizing that it strengthens us as a team and as a company. We are an equal-opportunity employer, encouraging applications from all interested candidates. We value Indigenous people, racialized people, neurodivergent people, people with disabilities, and individuals from gender and sexually diverse communities with intersectional identities. Reasonable accommodations are available upon request for people with disabilities. If you\'re ready to be part of our dynamic team in one of the world\'s most diverse cities, don\'t wait any longer—apply now!

While we appreciate your interest, only selected candidates will be contacted for interviews. Please note that we do not accept agency submissions.