Office Manager/Project Administrator
Working at the Squamish office site, the office manager/project administrator is responsible for performing general office duties and developing, documenting and improving administrative procedures. The incumbent will oversee reception tasks and company communications, managing all administrative matters and workflow, maintaining contacts in QuickBooks and preparing and proofreading internal documents. They will also implement human resources policies and procedures in accordance with prevailing legislation.
Duties and Responsibilities:
· Main point of contact for all emails. Triage, forward internally and follow up/respond to/take action, as appropriate
· Answer office phone and relay calls as necessary
· Check and distribute mail as necessary
· Maintain company leases and insurance policies
· Maintain company fleet inspections and insurance
· Follow up with employees, customers and vendors as required
· Create and post job ads for open positions
· Screen resumes and refer to owner. Schedule interviews with owner
· Participate in onboarding and orientation of new employees. Explain policies to new employees, update hiring packages & BCT policies, and communicate with staff any changes or updates in policies
· General HR responsibilities. Assist new employees with registrations. Manage benefits programs through third-party providers. Develop and maintain employee records and files
· Enroll Employees in certification programs / benefits program. Track employee certifications
· Act as Health and Safety Representative, maintain OHS program, procedures, and ensure documents are up to date. Manage WorkSafe BC forms and correspondence. Submit documentation to customers and vendors as required
· Keep company website up to date - liaise with Website Host provider. Maintain computers and liaise with IT service provider
· Provide personal assistant support for owner upon request
· As requested, assist the Estimator and Project Manager with any documentation required for contracts. Duties may include assisting in the preparation, negotiation, tendering, expediting and invoicing of trade contracts and vendor purchase agreements; sourcing and printing documentation, providing Excel documentation, assisting with production folders, material sourcing and ordering and requesting and picking up drawings
· Receive shipments, comparing packing slips, waybills, and delivery invoices against original purchase orders (POs) to ensure the right items and quantities were received
· Manage the filing and archiving project documents, drawing, specifications, potential and actual change orders, site instructions, consultant reports, inspection reports and RFI’s based on protocol
· Support project documentation, administration and information management using cloud-based systems
· Communicate and coordinate with consultants, contractors and vendors as requested
Experience and Skills:
- Previous administrative experience is required for this position. The successful candidate will also bring experience that touches on human resources administration and have the ability to support invoicing and accounts receivable
- Experience gained in the construction industry or with the building trades
- Proficiency with MS Office, the internet, websites and experience using QuickBooks
- Excellent command of English in both written and oral communications
- Demonstrated ability to maintain filing systems and records
- Be comfortable working independently or as part of a team
- Possess excellent attention to detail, and a strong work ethic
- Ability to proactively solve problems, prioritize work and multi-task
- Strong organizational skills and the ability to effectively coordinate with others
- Be a clear communicator who takes responsibility and asks questions when unsure.
- Must hold a driver’s license and be legally entitled to work in Canada
Pay: $32.00-$38.00 per hour
Benefits:
- On-site parking
- Paid time off
Work Location: In person
