Position: Part-Time Administrative Assistant

Hours: Approximately 16–24 hours per week

Work Arrangement: 100% in-person

Remote Work: Not available

Driver's Licence: Not required

As our Part-Time Administrative Assistant, you will help support the day-to-day operation of a busy construction office. The position involves traditional administrative responsibilities as well as assisting with accounting documentation, company records, project pursuits, and prequalification submissions.

The successful candidate will be someone who is dependable, organized, comfortable working independently, and willing to take ownership of their responsibilities.

We are looking for

- Excellent written and verbal English communication skills.
- Strong grammar, spelling, and professional letter-writing abilities.
- Strong attention to detail and accuracy.
- Excellent organizational and document-management skills.
- Ability to manage several assignments and deadlines at the same time.
- Strong computer skills, including Microsoft Word, Excel, Outlook, and general document management.
- Comfort working with detailed forms, spreadsheets, project information, and administrative documentation.
- Ability to communicate professionally with clients, consultants, suppliers, and internal staff.
- Ability to learn construction terminology and understand project documentation.
- Good judgment when handling confidential company and employee information.
- A positive, cooperative attitude and willingness to assist different departments as required.

Responsiblities

- Answering incoming telephone calls and directing inquiries to the appropriate team member.
- Responding to general email and telephone inquiries in a professional manner.
- Receiving, opening, sorting, and distributing incoming mail.




- Supporting the accounting department with the distribution and filing of invoices.
- Performing general data entry and maintaining accurate company records.
- Reviewing and allocating receipts associated with corporate Visa statements.
- Maintaining organized records for company vehicles, equipment, registrations, service documentation, and related files.
- Ordering office supplies and maintaining inventory of commonly used items.
- Assisting with the organization and coordination of meetings.
- Preparing letters, documents, forms, spreadsheets, and other administrative materials.
- Maintaining organized electronic and physical filing systems.
- Assisting project managers, coordinators, accounting staff, and management with various administrative duties as required.
- Reviewing prequalification requirements and identifying the information and documentation required for each submission.
- Completing project experience and reference forms using information from Phoenix's previous projects.
- Preparing and submitting resumes and qualifications for proposed project personnel.
- Providing general support to the Phoenix team wherever needed.

Who This Role May Suit

This position may be particularly well suited to:

- A recent college or university graduate looking to build skilled office and construction-industry experience.
- Someone returning to the workforce who is looking for consistent part-time hours.




- An experienced administrative professional who prefers a reduced workweek.
- Someone with strong writing and organizational skills who enjoys preparing professional documents.
- A candidate interested in learning about construction project coordination, estimating, tendering, and general contracting.
- Someone who enjoys being the person the rest of the office can rely on to keep information organized and tasks moving.

There is also room for the position to grow as the successful candidate becomes familiar with Phoenix's projects, prequalification requirements, and internal processes.

About Phoenix Restoration

Founded in 1983, Phoenix Restoration began with a small team and big vision: to bring integrity, innovation, and excellence to Ontario’s building projects, no matter the size or scope. Over the last 40 years, we've grown into a trusted name in general contracting. We’ve worked on some of Canada’s largest construction and restoration projects and trained the next generation of industry professionals.

Today, our qualified trade professionals and construction specialists deliver diverse ICI (Industrial, Commercial, Institutional) projects with a focus on quality, innovation, and heritage preservation. If you’re eager to tackle tough challenges and be rewarded for your achievements, we want you on our team!

Why Join Phoenix?

Joining Phoenix means being part of a close-knit team that values your contributions. This role is essential to our operations, placing you at the centre of our financial and project workflows. You’ll work alongside passionate professionals on challenging ICI projects with support, respect, and room to grow.

Pay: $19.00-$27.00 per hour

Expected hours: 16.0 – 24.0 per week

Benefits

- On-site parking

Work Location: In person

📌 Part-time Administrative Assistant (Whitby)
🏢 Phoenix Restoration
📍 Whitby