Job Overview

As an industrial Contractor we are seeking a sharp, highly organized Project & Operations Administrator. This pivotal role serves as the central operational link connecting executive management, Project Managers, purchasing, field teams, and accounting.

You will manage high-volume administrative workflows across our greenfield and brownfield projects—ensuring strict documentation control, smooth field logistics, timely billing, and executive administrative support.

You will support smooth day-to-day office operations by coordinating administrative, bookkeeping, payroll, and people-related processes. This sector-neutral role combines front desk support, accurate record keeping, and practical coordination with colleagues and vendors.

Responsibility Overview

- Manage front desk coverage, multi-line phone systems, and professional phone etiquette; route inquiries and maintain clear communication.
- Coordinate bookkeeping, payroll, budgeting, and QuickBooks records, ensuring information is organized and filed accurately.
- Support human resources administration, training and development, and team management, including supervising and guiding staff as needed.
- Coordinate vendor management and office administration, keeping clerical processes organized and supporting efficient workflows.
- Your impact: Reliable records and responsive coordination help colleagues resolve operational needs and keep office work moving.

Core Responsibilities

1. Financial & Project Billing Support

- AP Processing: Review project payables, route to Project Managers (PMs) for approval, apply correct cost coding,



and submit clean packages to accounting for payment.
- Purchasing & Account Setup: Vetting and establishing new vendor accounts; reviewing site requisitions and routing them for PO generation.
- AR Billing Backup: Work directly with PMs to gather and verify progress certificates, client sign-offs, and backup documentation required for billing summaries.
- Payroll & Expense Audit: Collect, review, and assemble site timesheets and expense reports for upper management sign-off prior to payroll run.

2. Logistics, Asset & File Management

- Site Logistics: Book flights, accommodations, and travel arrangements for field crews working on remote project sites.
- Equipment & Tool Tracking: Maintain a centralized master inventory system tracking tools, equipment, and materials across all active job sites.
- Document Control: Audit and manage the company’s file storage system to ensure strict compliance with folder structures and naming conventions for seamless team access.

3. HR Support & Internal Communications

- Recruitment & Onboarding: Post open job requisitions, schedule applicant interviews, and coordinate onboarding for new field and office staff.
- Internal Communications:



Draft and distribute weekly company-wide newsletters to maintain team alignment across active sites.

4. Executive Support

- Manage executive calendars, schedule key meetings, draft concise minutes, and track action items.
- Process VP reports and handle day-to-day executive administrative needs.

Key Qualifications

- Experience: 3–5+ years in project administration, operations support, or office management within construction, mining, or heavy industrial sectors.
- Systems & Software: Strong command of cloud file structures (e.g., SharePoint, OneDrive, Google Workspace) and familiarity with construction ERP/accounting software, Excel, and ticketing or inventory tracking.
- Industry Acumen: Basic understanding of progress billings, cost codes, job-costing workflows, and site logistics.
- Attributes: Exceptional organizational skills, high numerical accuracy, proactive communication, and the ability to interface comfortably between field crews and corporate management.

Experience

Required: Solid communication and organizational skills, with practical administrative, clerical, and office capabilities to manage records, coordinate tasks, and support daily operations. Preferred: Supervising experience and familiarity with QuickBooks, bookkeeping, payroll, human resources, budgeting, vendor management, front desk duties, filing, multi-line phone systems, team management, and training and development.

Pay: $55,000.00-$70,000.00 per year

Benefits:

- Casual dress
- Company pension
- Employee assistance program
- On-site parking

Work Location: In person

📌 Operations and Business Administrator (Polo Park)
🏢 RDR Industrial
📍 Polo Park