Come help build the future, where our work makes the world work!
Reporting to the Project Accounting Manager, the Office Administrator is responsible for ensuring the smooth day-to-day operation of the office. This role supports administrative functions, coordinates office activities, and provides organizational and clerical support to staff and management.
Primary Scope of Role:
Greets and assists visitors at the front desk, ensuring a welcoming and professional first impression.
Maintains the front entrance, reception area, and boardrooms to ensure they are consistently clean, organized, and presentable.
Coordinates office administration activities, including janitorial services, maintenance, and employee events.
Monitors, orders, and replenishes office supplies to maintain adequate inventory levels.
Maintains kitchen areas, ensuring they are fully stocked, clean, and organized.
Prepares and coordinates outgoing mail, courier shipments, and deliveries.
Scans, files, and maintains documents (e.g. WSF, packing slips, lab reports) in an organized and accessible manner.
Maintains and updates filing systems to ensure accuracy and ease of retrieval.
Supports boardroom bookings and ensures meeting rooms are properly set up, including reliable technology connectivity.
Builds and maintains effective relationships with external vendors (e.g. cleaning, maintenance, office supplies, courier services) to ensure quality service delivery.
Assists with travel arrangements and expense processing as required.
Assists with processing expenses and AP invoices.
Provides assistance to procurement, finance, safety, quality, and projects as requested for general admin.
Promotes an inclusive work environment by valuing diverse perspectives, supporting equity, and fostering a strong sense of belonging.
Position Requirements:
Post-secondary education is preferred.
1–3 years of experience in a similar administrative or accounting support role is preferred.
Proficient in Microsoft Office Suite, particularly Excel, Teams, Word, and PowerPoint.
Experience with JDE and QuickBooks is considered an asset.
Experience with general accounting functions, including accounts receivable, accounts payable, and payroll, is an asset.
Demonstrates the ability to interact tactfully and professionally with customers, colleagues, project managers, and senior leadership.
Strong attention to detail and accuracy.
Highly organized with the ability to manage multiple tasks simultaneously.
Demonstrates a strong work ethic and a high level of accountability.
Results-oriented, with the ability to perform effectively in a fast-paced environment.
Strong interpersonal skills with the ability to build relationships and value diverse perspectives.
Excellent verbal and written communication skills.
Proven ability to prioritize and manage multiple competing demands effectively.
Demonstrates adaptability, resourcefulness, and problem-solving skills in overcoming business challenges.
What We Offer:
Expected Base Salary: $20 – $25 per hour. The actual base salary will depend on several factors including experience, qualifications, internal equity, work location and market expectations.
Career growth and advancement opportunities.
Disclaimers
Artificial Intelligence (AI) Disclosure: AI tools are not used in the screening or assessment of applicants for this position.
Vacancy Status: This posting is for an existing job vacancy.
GIP does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners directly engaged by our Human Resources team for specific searches. Unsolicited submissions will not be eligible for placement fees.
We thank you for your interest. Only those selected for an interview will be contacted.
Green Infrastructure Partners Inc. “GIP”, is an equal opportunity employer and encourages women, Indigenous peoples, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.
We believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences. GIP will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.
