We are a family SME whose goal is to create qualified relationships that will allow us to surpass ourselves by delivering complex steel construction projects. What distinguishes us is a team who is innovative, dynamic and focused on solutions.

Lemire is an equal opportunity employer and are committed to providing an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodation is available throughout the recruitment process. Candidates requiring accommodation may inform us during interview process and we will work with them to meet their needs. As part of our recruitment process, we may use technology-based tools, including artificial intelligence, to support candidate screening and selection. All hiring decisions involve human review and oversight.

Lemire Inc. does not accept unsolicited resumes from recruiters, staffing firms, or employment agencies for this position

SUMMARY

The Administrative Coordinator is responsible for supporting the daily operations of the company by coordinating administrative activities, financial activities, and following up on deadlines. This role maintains accurate financial and administrative records, supports bookkeeping and budgeting activities, coordinates office supplies and services, and provides administrative assistance to management and employees. Working closely with management, accounting, project teams and field personnel, this person ensures information and paperwork are complete, organized and submitted on time.

The Administrative Coordinator also supports company communications by coordinating meetings and events, maintaining internal and external communications, and managing company social media and newsletters. The role requires a high level of organization, accuracy, confidentiality, and the ability to manage multiple priorities while providing responsive support to the organization.

Employment type: This position is full-time/permanent

Location : Head office, 4815 McNeely Rd, Navan, ON

Language: Must be bilingual (French / English)

Compensation range: This position offers a competitive compensation structure that includes attractive compensation and benefits.

WHY JOIN OUR TEAM?

- Group insurance (including medical, dental and vision)
- Benefits program
- Holiday program
- Supportive work environment
- Team building activities
- Annual party and social events (sugar shack, paintball, etc.)

RESPONSIBILITIES:

Administrative Tasks & Office Coordination

- Prepare correspondence, reports, forms and other company documents.
- Coordinate meetings, prepare agendas and minutes, and follow up on action items.
- Maintain administrative calendars (Employee Vacation, Active Employee Birthdays, etc.) and track administrative deadlines.
- Manage day-to-day office operations, office supplies, computer equipment, services, and vendors to ensure an organized, well-stocked, and efficient working environment.
- Coordinate office maintenance, repairs, cleaning services, and other facility requirements.
- Provide administrative support to management and multiple team members, including assisting with special projects, reports, and general office tasks.
- Monitor outstanding administrative tasks, coordinate follow-ups, and ensure requests are addressed promptly.
- Receive and distribute deliveries to the appropriate staff, including checking and organizing large orders such as company merchandise (High Viz t-shirts, stickers, sweaters, etc.).
- Identify practical ways to improve office organization, administrative processes, and operational efficiency.
- Perform other related administrative tasks as required.

Employee Administration

- Coordinate any requirements for new employee onboarding with the General Manager.
- Coordinate onboarding paperwork and maintain employee records.




- Update employee certifications and information in the Health & Safety software (Salus) when received.

Accounting Support

- Collect, organize and submit invoices, expense reports and credit card receipts.
- Follow up on missing documents, approvals and job/equipment information.
- Assist accounting with data entry, bookkeeping, tracking, reporting and routine administrative requests.
- Monitor spending against approved budgets for special projects such as donations, sponsorships, employee gifts, events, etc.
- Assist with organizing financial information for management and accounting purposes.

Records & Document Control

- Maintain organized electronic filing systems, emails, forms, templates, employee records and other documents.
- Ensure records are complete, current, accessible, and appropriately confidential.
- Manage contract documentation for new projects (WSIB Certificate, Form 1000, Insurance certificate, etc.)

Communication, Public Relations & Social Media

- Coordinate general correspondence, including emails, letters, packages, telephone calls and direct requests to the appropriate person.
- Coordinate collection of project and event pictures.
- Prepare and distribute internal monthly newsletters, updates, announcements, and company communications.
- Prepare event and monthly project social media posts.
- Manage and maintain company social media accounts in accordance with company guidelines.
- Maintain a professional and consistent company image across all communication platforms (emails, social media, newsletters, etc.).
- Maintain the company website with completed project pictures and information.

Company Events & Employee Recognition

- Support company event planning, including scheduling, invitations, venues, accommodations, catering, decorations.
- Coordinate employee recognition initiatives and activities.
- Participate in Social Committee meetings and support committee initiatives.
- Prepare cards and gifts for employee work anniversaries.
- Maintain the employee gift tracker to ensure accurate records and timely recognition.
- Coordinate the purchase and timely delivery of employee gifts, including Christmas gifts, baby baskets and other special occasions.
- Coordinate the purchase and timely delivery of charity Christmas gifts and other special occasions.

QUALIFICATIONS:

- Post-secondary education in Office Administration, Business Administration, Accounting, or a related field is an asset.
- 3+ years of administrative experience, office coordination, or similar role.
- Previous experience in the construction industry is an asset.
- A combination of relevant education and administrative experience will be considered.
- Bilingual in French and English with the ability to communicate clearly and professionally across teams and suppliers in both written and verbal formats.
- Experience coordinating company events, employee recognition, office facilities and multiple administrative priorities is an asset.
- Experience with expense tracking, bookkeeping support, or financial administration is an asset.
- Experience managing social media or company communications is an asset.

SKILLS

- Proficiency with G Suite, Microsoft Office.
- Strong technical aptitude with the ability to troubleshoot general computer, software and hardware issues to support daily operations.
- Strong organizational, time-management and problem-solving skills, with the ability to coordinate multiple tasks and deadlines.
- Strong attention to detail when preparing documents, entering data correctly and maintaining complete records.
- Self-directed and accountable,



with a strong sense of ownership over assigned responsibilities and follow-up activities.
- Strong written and verbal communication when preparing correspondence, newsletters, announcements, and meeting minutes, and communicate professionally with employees, vendors and external contacts.
- Excellent initiative and problem-solving skills to anticipate administrative needs, resolve routine issues and suggest practical process improvement.
- Ability to work with different personality types in an office environment.
- Ability to work collaboratively with both office and field teams and provide effective administrative and coordination support.
- Maintains professionalism, patience and composure when handling challenging situations, competing priorities and changing requests simultaneously.
- Upholds strict confidentiality standards and demonstrates awareness of diversity, equity and inclusion in all interactions.
- Excellent follow-up skills and ability to keep tasks organized from start to completion.

WORKING CONDITIONS

- Primarily office-based work in a professional environment, with regular use of computers and office equipment.
- Extended periods of sitting and working at a computer, with occasional standing, walking, and handling of office supplies or documents.
- Ability to occasionally lift and carry boxes weighing up to 25lbs, such as office supplies, employee gifts and company merchandise, with assistance available for heavier or bulky items.
- Regular interaction with management, employees, vendors, subcontractors, and other external contacts.
- May require flexibility to accommodate operational needs and time-sensitive requests.

PERFORMANCE EXPECTATIONS

- Complete tasks on time: Manage priorities, meet administrative deadlines and advise management promptly when delays or conflicting requests arise.
- Process financial documentation: Submit complete, organized invoices, receipts and financial information within required timelines, with accurate coding details and approvals.
- Monitor assigned budgets: Track spending for events, gifts, donations and special projects, and obtain approval before exceeding allocated amounts.
- Maintain records & documents: Keep financial, personnel, employee onboarding requirements, and company records complete, accurate, organized, and accessible.
- Coordinate office operations & facilities: Manage office supplies, coordinate services and maintenance, and ensure deliveries are checked and distributed promptly to maintain an efficient work environment.
- Provide administrative support: Assist management and team members, prioritize competing tasks, follow up on outstanding items, and meet established deadlines.
- Provide professional, responsive support: Respond to inquiries promptly, direct requests appropriately and work cooperatively with management, employees, vendors and external contacts.
- Coordinate communication & events: Manage correspondence professionally and support organization of meetings, company events, and administrative activities effectively.
- Manage company communications: Prepare monthly newsletters and scheduled social media content on time, ensuring information is accurate, skilled and aligned with company guidelines.
- Protect confidential information: Secure sensitive financial, personnel, and company information while maintaining professional relationships.
- Show initiative and improve processes: Anticipate routine needs, resolve issues within the role’s authority and recommend practical improvements to office organization and efficiency.

Job Type: Full-time

Pay: $28.00-$33.00 per hour

Benefits:

- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care

Experience:

- relevant : 3 years (required)

Language:

- French & English (required)

Licence/Certification:

- Driving Licence (required)

Work Location: In person

📌 Administrative Coordinator (Navan)
🏢 Lemire
📍 Navan