Overview

We are seeking a dynamic 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 effective 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 (Canada)
🏢 DPI Construction Management
📍 Canada