Office Administrator

Procon Constructors Inc., founded in 1995, has become a leading organization in the multi-trade contracting industry, providing professional Electrical, Mechanical, SCADA and Instrumentation installation and maintenance services to the Industrial, Commercial and Institutional (ICI) sectors. With our Head Office based in Welland, Ontario, our 25,000 sq. ft. facility houses our Corporate Offices, Pipe Fabrication Facility and Panel Shop.

At Procon, we pride ourselves on employing outstanding individuals who provide professional, efficient, innovative, and exemplary service to our customers. While our skilled teams remain focused on strategic planning and the precise execution of each project, our years of expertise in estimating, project management, design-build solutions, project execution and delivery have earned us an excellent reputation for providing quality construction services and professional-grade results.

We are currently looking for an Office Administrator to join our team. The Office Administrator will provide general administrative support across the organization while also assisting Procon’s Accounting and Health & Safety teams with day-to-day administrative activities.

This position is well suited to an organized, dependable and detail-oriented individual who is comfortable managing a variety of responsibilities and working collaboratively with multiple departments. The successful candidate will play an important role in supporting the efficient operation of our office and maintaining accurate and organized company records.

Key Responsibilities

General Office Administration

- Provide day-to-day administrative support to management and various departments.
- Answer and direct incoming telephone calls, emails and general inquiries.
- Greet visitors, customers, suppliers and other guests to the office.
- Prepare, format, organize and maintain correspondence, reports, spreadsheets and other company documents.
- Maintain electronic and physical filing systems and ensure records are organized and readily accessible.
- Assist with data entry, document management, scanning, filing and record keeping.
- Coordinate incoming and outgoing mail, courier deliveries and other correspondence.
- Order and maintain office supplies and assist with general office organization.
- Assist with scheduling meetings, preparing meeting materials and coordinating internal activities as required.
- Assist with employee onboarding documentation and other general administrative requirements.




- Provide administrative assistance to management and other departments as required.

Accounting Support

- Provide administrative support to the Accounting team with day-to-day accounting activities.
- Assist with accounts payable and accounts receivable administration, including organizing and entering invoices and supporting documentation.
- Assist with matching purchase orders, packing slips, invoices and other supporting documents.
- Assist with weekly payroll processing
- Issuance of ROEs
- Assist with source deductions and tax filings, WSIB admin, HST filing, EHT payments
- Assist with customer invoicing and preparation of supporting billing documentation.
- Billing entry and distribution
- Work order entry
- A/R follow up with customers
- Distribution of A/R and underbilling reports
- Communicate with project managers, vendors, customers and other employees to obtain missing information or supporting documentation.
- Maintain organized accounting files and records.
- Assist the Accounting team with other administrative and clerical duties as required.

Health & Safety Support

- Provide administrative support to the Health & Safety team in maintaining Procon’s Health and Safety Management System.
- Assist with maintaining employee training records, certificates and other health and safety documentation.
- Assist with tracking training requirements, certification expiry dates and other compliance-related information.
- Organize and maintain inspection reports, incident documentation, toolbox talks, safety meeting records and other health and safety files.
- Assist with preparing and distributing health and safety forms, communications and documentation.
- Assist with new employee health and safety orientation documentation and record keeping.
- Support the preparation and organization of documentation required for COR®, client prequalification and health and safety audits.
- Assist with data entry and preparation of health and safety statistics and reports.
- Provide other administrative support to the Health & Safety team as required.

Qualifications & Experience

- Previous experience in an administrative, office support or similar role.




- Post-secondary education in Office Administration, Business Administration, Accounting, or a related field considered an asset.
- Strong organizational and time-management skills with the ability to manage multiple priorities.
- Excellent attention to detail and commitment to maintaining accurate records.
- Strong verbal and written communication skills.
- Proficient in Microsoft Office Suite, particularly Word, Excel and Outlook.
- Comfortable working with electronic filing systems, databases and other business software.
- Ability to handle confidential and sensitive information professionally and discreetly.
- Ability to work independently while collaborating effectively with multiple departments.
- Strong interpersonal skills and a professional, courteous approach when dealing with employees, customers, suppliers and visitors.
- Willingness to learn and take on new responsibilities as required.

Preferred Qualifications

- Previous administrative experience within the construction, contracting or industrial sectors considered an asset.
- Previous experience providing administrative support to an accounting department considered an asset.
- Familiarity with accounts payable, accounts receivable, purchase orders and invoicing considered an asset.
- Previous experience maintaining health and safety records, training documentation or compliance files considered an asset.
- Experience with construction accounting, project management or document management software considered an asset.

What We Offer

- Competitive compensation package.
- Comprehensive benefits program.
- Collaborative and team-oriented work workplace.
- Varied position with exposure to multiple areas of the business.
- Opportunity to contribute to the continued growth of a leading construction organization.

To apply for this position, please email your cover letter and resume to [email protected]. Please place “Office Administrator” in the subject line.

Procon Constructors Inc. welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. We thank all applicants for their interest in this position; however, only candidates selected for a screening interview will be contacted.

Job Type: Full-time

Pay: $50,000.00-$65,000.00 per year

Benefits

- Company events
- Extended health care
- In office parking
- Paid time off
- RRSP match

Work Location: In person

📌 Office Administrator (Welland)
🏢 Procon Constructors
📍 Welland