Construction Administrator / Office Manager (Part-Time, Hybrid)
About Con-Frame Ltd.
Con-Frame Ltd. is a growing specialty structural contractor specializing in concrete forming, framing, and structural solutions throughout the Greater Toronto Area.
We are seeking a detail-oriented and proactive Construction Administrator / Office Manager to support our financial and administrative operations approximately 2–3 days per week. This role is intended to grow with the company and offers the opportunity to develop into a senior operations or financial management position over time.
Position Details
- Part-time position (approximately 16–24 hours per week)
- Hybrid work arrangement consisting of remote work and regular in-person collaboration
- In-person meetings will typically take place at a coworking space in Oakville
- Flexible scheduling available
- Competitive compensation based on experience and qualifications
Responsibilities
Payroll Administration
- Review, verify, and prepare payroll hours for processing.
- Review labour allocations and cost coding prior to payroll submission.
- Identify missing or incorrect time entries and resolve discrepancies.
Accounts Payable
- Receive, review, code, and post supplier invoices.
- Prepare invoices for payment and assist with payment scheduling.
- Maintain vendor records and supporting documentation.
- Track purchase orders and supplier commitments.
Accounts Receivable
- Prepare customer invoices, progress draws, and change order billings.
- Monitor outstanding receivables and follow up on overdue accounts.
- Track collections and maintain accurate customer account records.
Employee Administration
- Coordinate onboarding of new employees.
- Prepare employment documentation and collect required forms.
- Maintain employee records, certifications, and training documentation.
Expense Management and Reconciliation
- Track receipts and ensure all purchases are properly documented.
- Reconcile company credit card transactions and identify missing receipts.
- Input expenses into accounting systems and allocate costs appropriately.
- Maintain organized digital records of receipts, invoices, and supporting documentation.
Job Costing and Reporting
- Prepare job cost reports.
- Assign costs to projects and cost codes.
- Track labour, material, equipment, and subcontractor costs by project.
- Assist management with budget tracking and project cost analysis.
- Reconcile estimated versus actual project costs and identify discrepancies.
General Administration
- Maintain organized digital and physical filing systems.
- Support management with reporting and administrative tasks.
- Assist in developing and improving office procedures and workflows.
- Help implement scalable office systems and processes as the company grows.
Qualifications Required
- Experience in construction administration, construction accounting, or office management within the construction industry.
- Strong understanding of construction operations and project workflows.
- Experience with payroll processing and accounts payable and receivable.
- Working knowledge of job costing principles, cost coding, and project cost tracking.
- Proficiency with QuickBooks and Microsoft Excel.
- Strong organizational skills and attention to detail.
- Ability to work independently and manage multiple priorities.
Preferred
- Experience with QuickBooks Online.
- Experience with Dext or similar receipt management software.
- Experience with payroll and workforce time tracking systems.
- Familiarity with progress billing, holdbacks, purchase order tracking, and construction invoicing practices.
- Experience supporting contractors, builders, or trade contractors.
- Experience helping develop and improve office systems and processes.
Compensation
Compensation will be based on experience and qualifications, with particular consideration given to candidates with construction accounting, job costing, and project administration experience.
Growth Opportunity
This position is intended to grow with the company and offers an opportunity to develop into a senior operations, finance, or office management role as the business continues to expand.
Pay: $35,000.00-$60,000.00 per year
Benefits:
- Casual dress
- Dental care
- Flexible schedule
Work Location: Hybrid remote in Oakville, ON
