Overview

We are seeking a energetic and highly organized Office Administrator/Executive Assistant to join our team!

The Office

Administrator / Executive Assistant will manage reception and provide administrative support to both Principals and Office Staff.

The Office

Administrator / Executive Assistant will be an active certified member of the JHSC, maintain Health and Safety within the Toronto Office, and provide administrative support for all construction project safety-related maters.

The Office

Administrator/ Executive Assistant will always project a professional company image through in-person and phone interaction. You will be the backbone of our office, managing a variety of clerical tasks, supporting leadership, and maintaining efficient workflows. If you thrive in a fast-paced setting, excel at multitasking, and enjoy creating an organized, welcoming space, this opportunity is perfect for you!

RESPONSIBILITIES:

- Meet and greet clients and visitors and monitor and direct telephone calls
- Offer direct assistance to Principals of DPI (Including organizing calendar and appointments, scheduling, employee benefits submissions, property management of Florida asset, etc.)
- Support staff with administrative duties such as coordinating meetings, tender closings, couriers, mail, meeting minutes, vacation calendar and phone lists
- Procurement and maintenance of all office equipment, office supplies and kitchen sundries (including involvement in setting annual budgets)
- Manage storage of archived files with Tippets Record Management
- Support to Accounting department including the processing of incoming invoices (Record, stamp, code, and distribute payables for approval)




- Maintain office cleanliness between cleaners’ visits, including light kitchen duties and watering plants
- Administrative setup during the onboarding process of New Employees
- Organizing staff events when needed
- Manage Raptor/Maple Leaf Account by maintaining excel schedule each season, sending tickets to clients/staff, and remitting payments for regular season & playoffs
- Assist Montreal office with administration needs as required

· Health and Safety duties are outlined as follows: o Create and monitor annual safety budget and ongoing requirements in conjunction with Field Operations Manager & Operations Manager o Continually update and maintain database for all subcontractor WSIB clearance certificates and reconcile all accounts annually to ensure compliance o Maintain and update trade Health & Safety Manual Database on Site Docs in conjunction with Field Operations Manager o Ensure compliance for Contractor Check, Comply Works, Avetta, Crawford Compliance and the like o Liaise with 3rd party Health and Safety company ensuring compliance on all sites, site safety boards, worker compliance,



and procurement of adequate safety supplies o Keep track of “Green” construction book updates and re-order as required o Monthly office inspection for suite 707 and 803 and fill out report on Site Docs o Maintain First Aid kit in office and also provide site supers with First Aid kit supplies o Attend and contribute to JHSC quarterly meeting with Field Operations Manager & Operations Manager lead by Safety Consultant o Attend COR safety classes and obtain auditor status.

Assist Safety

Consultant annually for COR internal & external yearly audit updates

· Provide administrative support to Field Operations Manager as required for:

o Tracking and scheduling of various training for Site Staff as needed, ensuring an approved vendor is used o Provide assistance during incidents on site- MOL, communications, working to ensure the corrective steps are taken to reduce risk o Health &

- Safety form binder: Create, Distribute, Collect &
- Filing o Budget, Order, Proof &
- Maintain: Site work order books, Stickers, Site Manager &
- Trade Partner shirts, and Other equipment o Tracking Site Manager Daily Reports o Inventory &
- Tracking of all items kept in off-site storage units, safety supplies, & tool purchases on the Home Depot Account &
- Credit card statements

QUALIFICATIONS:

- Personable with Professional telephone manner
- Must be organized
- Works well independently and with others
- Team building
- Analytical and problem-solving skills
- Decision/time management and stress management making skills
- Able to communication effectively: both verbally and in writing
- Microsoft Office experience (Excel, Word, PowerPoint)

Pay: $60,000.00-$70,000.00 per year

Benefits

- On-site parking

Experience:
- Executive Assistant: 8 years (required)

Work Location: In person

📌 Office Administrator/Executive Assistant (North York)
🏢 DPI Construction Management
📍 North York