Webber - Administrative Assistant (Temporary) - Infrastructure Management

Ferrovial Agroman SA; Canada; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading construction firm is seeking an Administrative Support Specialist in Canada. This role will involve processing new hire paperwork, managing project reports, and providing administrative support. Ideal candidates will have a minimum of 3-5 years in office administration, proficiency in MS Office, and strong organizational skills. Applicants must hold a HS diploma or GED and possess a valid driver's license. The position offers diverse responsibilities related to project operations and requires a detail-oriented and proactive individual.

Qualifications

• High level of attention to detail, initiative, problem solving, and leadership.
• Ability to multi-task and work in a fast-paced environment.
• Willingness to work flexibly to meet business needs.

Responsibilities

• Manage new hire paperwork and onboarding process.
• Coordinate meetings, conferences, and travel arrangements.
• Prepare and maintain project reports and employee records.

Skills

Attention to detail

Organizational skills

Problem-solving

Verbal communication

Written communication

Interpersonal skills

Education

HS Diploma or GED

3-5 years in office administration/customer relations

Excellent knowledge of MS Office

Driver's License with good record

Experience with SAP

Job description

About us:

Founded in 1963, Webber is a leading construction company that specializes in heavy civil, waterworks, energy and infrastructure management and is dedicated to safely providing intelligent solutions to its clients and community. Webber is headquartered in Houston, Texas, with offices and projects in the United States and Canada. Webber supports a wide range of project models to meet client needs, including traditional design bid build, design build, alternative delivery models and public private partnership (P3) solutions. Webber also has an in‑house engineering services department to help optimize building efficiency and quality while solving complex project challenges using field experience, innovative construction methods and BIM technology. As a subsidiary of Ferrovial, Webber has access to a global network of skilled engineers, best‑in‑class technology and vast resources.

Job Description

Position Summary

Provides administrative, financial, procurement, 3rd party claims support to Project

Primary Duties and Responsibilities

• Responsible for new hire process to include new hire paperwork, payroll setup; benefit enrollment maintenance and onboarding. Coordinate and conduct new employee orientation, ensuring all necessary new hire paperwork is accurate and responsible for new hire data entry while creating and maintaining all necessary employee records.
• Process all employee actions to include transfers, vacations, promotions, merit, bonus, pay adjustments and ensure that all necessary documents are received and approved.
• Responsible for the efficient administration of the project by answering telephone calls, greeting visitors and distributing/responding/delegating requests for information.
• Schedules and coordinates meetings, conferences and travels.
• Prepares monthly reports in a timely, accurate manner including but not limited to client required reports, overtime, payroll and SAP reports and work.
• Responsible for keying employee files and other project filing including training and license records and vendor insurance.
• Responsible for purchasing supplies, maintaining equipment, rental and vendor contracts, 3rd claims, client deliverable, and Adopt a Highway.
• Responsible for the administration of the projects accounts payable and receivable including reconciliation, verification, and.
• Assist in the administration of fleet management system including data entry and invoice review.
• Answer the hotphone and manages all inquiries including recording and tracking of all inquiries to ensure all requests are responded to within contract dispatch employees to accidents, repairs or other concerns of client or public.

Knowledge, Skills & Abilities

• Ability to work flexibly and willingness to work extensively to meet business needs.
• High level of attention to detail, initiative, problem solving, personal organizational and leadership.
• Strong organizational, administrative, interpersonal, verbal and written communication skills.
• Requires minimum.
• Works well with ambiguity.
• Strong strategic.
• Ability to multi-task and work in a fast‑paced environment.

Education and Experience

• HS Diploma or GED (Required).
• Minimum 3 to 5 years experience in office administration / customer relations (Required).
• Excellent knowledge of MS Office, including Word, Excel, Power Point and Outlook (Required).
• Driver's License with good driving record (Required).
• Great communication and interpersonal.
• Ability to identify in efficient practices and develop best practice.
• SAP experience strongly preferred.

Work Conditions / Physical Demands

Occasional time in the field in varying temperatures. Travel‑Occasional.

Must be able to lift up to 20 pounds.

Webber, LLC provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, gender, national origin, age, disability, or status as a Vietnam Era or special disabled veteran in accordance with applicable federal and state laws. Webber, LLC complies with applicable local, state and federal laws governing nondiscrimination in employment at each location the Company operates. This policy applies to all terms and conditions of employment, including, but not limited to: hiring, placement, promotion, termination, leaves of absence, compensation, and training.

The Statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.