Webber - Administrative Assistant (Temporary) - Infrastructure Management

Ferrovial Agroman SA; Ontario; On-site; CAD 45,000 - 75,000; Full time

Job summary

A forward-thinking company is seeking an organized and detail-oriented administrative professional to support project operations. This role involves managing new hire processes, maintaining employee records, and ensuring efficient project administration. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational and communication skills. Join a dynamic team dedicated to delivering intelligent solutions in the construction industry, where your contributions will directly impact project success and client satisfaction. If you are ready to take on a challenging yet rewarding position, this opportunity is perfect for you.

Qualifications

• 3-5 years of experience in office administration or customer relations.
• Proficient in MS Office and SAP preferred.

Responsibilities

• Manage new hire processes and maintain employee records.
• Administer project operations and prepare monthly reports.
• Handle accounts payable and receivable, ensuring accuracy.

Skills

Office Administration

Customer Relations

Communication Skills

Organizational Skills

Problem-Solving Skills

Leadership Abilities

Education

High School Diploma or GED

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

SAP

Job description

About us:

Founded in 1963, Webber is a leading construction company that specializes in heavy civil, waterworks, energy, and infrastructure management. We are dedicated to safely providing intelligent solutions to our clients and community. Webber is headquartered in Houston, Texas, with offices and projects across the United States and Canada. We support a wide range of project delivery models, including traditional design-bid-build, design-build, alternative delivery models, and public-private partnership (P3) solutions. Our in-house engineering services department helps optimize building efficiency and quality, solving complex project challenges using field experience, innovative construction methods, and BIM technology. As a subsidiary of Ferrovial, Webber benefits from a global network of skilled engineers, cutting-edge technology, and extensive resources.

Job Description:

Position Summary

Provides administrative, financial, procurement, and third-party claims support to Project.

Primary Duties and Responsibilities

• Manage the new hire process, including paperwork, payroll setup, benefit enrollment, and onboarding. Conduct new employee orientation, ensuring all necessary paperwork is accurate and all new hire data is entered correctly. Maintain employee records.
• Process employee actions such as transfers, vacations, promotions, merit increases, bonuses, and pay adjustments. Ensure all required documents are received and approved.
• Administer project operations efficiently by answering phone calls, greeting visitors, and distributing responses. Delegate requests for information as needed.
• Schedule and coordinate meetings, conferences, and travel arrangements.
• Prepare timely and accurate monthly reports, including client reports, overtime, payroll, and SAP reports.
• Maintain employee files, training and license records, and vendor insurance documentation.
• Handle purchasing of supplies, equipment maintenance, rentals, vendor contracts, third-party claims, client deliverables, and highway adoption activities.
• Manage accounts payable and receivable, including reconciliation and verification.
• Assist in fleet management system administration, including data entry and invoice review.
• Answer the main phone line, manage inquiries, record and track requests, and ensure timely responses. Dispatch employees for incidents, repairs, or other client/public concerns.

Knowledge, Skills & Abilities

• Ability to work flexibly and willingness to work extensively to meet business needs.
• High attention to detail, initiative, problem-solving skills, organizational and leadership abilities.
• Strong organizational, administrative, interpersonal, verbal, and written communication skills.
• Minimum requirements as listed.
• Ability to work well with ambiguity, think strategically, multi-task, and thrive in a fast-paced environment.

Education and Experience

• HS Diploma or GED (Required)
• 3-5 years of experience in office administration or customer relations (Required)
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) (Required)
• Driver's license with a good driving record (Required)
• Excellent communication and interpersonal skills
• Ability to identify and develop best practices
• SAP experience strongly preferred

Work Conditions / Physical Demands

Occasional field work in varying temperatures. Travel may be required. Must be able to lift up to 20 pounds.

#mogul

Webber, LLC provides equal employment opportunities without regard to race, color, religion, sex, gender, national origin, age, disability, or veteran status, in accordance with applicable laws. This policy applies to all employment terms and conditions. The statements describe general responsibilities but are not exhaustive and are subject to change at the employer's discretion.