Position Summary The Administrator provides administrative and operational support to project managers, office staff and our technicians. This role is responsible for maintaining project documentation, coordinating communications, managing schedules, processing invoices and purchase orders, and ensuring accurate record keeping throughout all phases of construction projects.

Key Responsibilities

Administrative Support

- Provide administrative assistance to project managers and field staff.

- Prepare, format, and distribute project documentation, reports, correspondence, and meeting minutes.

- Maintain organized filing systems for contracts, drawings, change orders, and project records.

- Manage incoming calls, emails, and inquiries from clients, subcontractors, suppliers, and internal teams.

- Manage scheduling of technicians for service calls and projects, with feedback from project managers and technicians on ongoing project needs.

Project Coordination

- Track project timelines and key milestones.

- Assist with the preparation and submission of project documentation.

- Maintain document control systems and ensure records are current and accurate.

- Coordinate communication between project teams, subcontractors, and suppliers.

- Monitor outstanding action items and follow up as required.

Financial Administration

- Issue invoices, purchase orders, and expense reports.

- Reconcile supplier statements and maintain vendor records.

- Support payroll administration and timesheet collection where applicable.

Compliance & Documentation

- Maintain health and safety records and certifications.

- Track permits, licenses, insurance certificates, and subcontractor documentation.

- Ensure compliance with company policies and regulatory requirements.





- Assist with tender and bid documentation preparation.

Office Management

- Ensure proper inventory of office materials

- Support onboarding and administrative setup for recent employees.

- Perform other administrative duties as assigned.

Qualifications

- Diploma or certificate in Business Administration, Construction Administration, or a related field preferred.

- Minimum 2 years of administrative experience, preferably within construction, or a related industry.

- Experience working with project management or construction software is an asset.

- Knowledge of construction terminology and documentation processes is desirable.

Skills & Competencies

- Strong organizational and time management skills.

- Excellent verbal and written communication abilities.

- High attention to detail and accuracy.

- Ability to manage multiple projects and deadlines simultaneously.

- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).

- Experience with JobTread is an asset.

- Strong problem-solving and interpersonal skills.

- Ability to work independently and collaboratively within a team environment.

Working Conditions

- Primarily office-based with occasional visits to construction sites.

- Office hours 8am-4pm

- Fast-paced environment with multiple competing priorities

- Reporting to Project Managers and Office Team

Compensation and Benefits

- Salary Range: 50-60k dependant on experience

- Health benefits after 3 months

- 2 weeks paid vacation, increases to 3 weeks after 1 year

Pay: $50,000.00-$60,000.00 per year

Benefits

- Casual dress

- Dental care

- Paid time off

- Vision care

Ability to commute/relocate

- Ottawa, ON K1G 4B8: reliably commute or plan to relocate before starting work (required)

Language

- English (required)

Work Location: In person

📌 Office Administrator (Ottawa)
🏢 Limerock Security
📍 Ottawa