Job Description
We are currently seeking a qualified Office Assurance Administrator to join our Infrastructure team, based out of Toronto, Ontario.
The Office Assurance Administrator will be responsible for organizing and coordinating office administration procedures to ensure organizational effectiveness, efficiency and safety.
The Office Administrator is responsible for developing intra-office communication, streamlining administrative procedures and managing calendars and have the opportunity to work on Ontario Line Subway Integrated Delivery Partner team .
The project scope includes the design build, operations and maintenance of all infrastructure and rail systems associated with 15 stations and over 15km of new alignment, being performed by two key PPP Contractors and multiple advanced early works (EAW) packages Contractors and two large Progressive Design Build Contracts.
The scope includes both managing the Works associated with the program and with the individual construction projects. Join us in this full-time permanent role and be a champion of diversity and inclusion.
Duties & Responsibilities :
- Manage Calendar for the Program Technical Delivery Manager & Program Technical Delivery Director.
- Prepare travel authorizations and booking of travel.
- Prepare expense reports for managers and assist the team with expense queries.
- Prepare presentations, organization charts, RACI diagrams, etc., using word, excel, Visio and PowerPoint
- Format, track and compile updates to OL Plans & Procedures.
- Review / approve all expense reports for Metrolinx project and overhead.
- Bi-Weekly Timesheet reports and transfer of hours to correct projects as needed.
- Approve timesheets on behalf of the Manager for MXOL Project when required and assist with queries.
- Prepare minutes for meetings.
- Book and organize special events and / or training and catering for meetings as required.
- Maintain Outlook Distribution Lists.
- Ensure training requisitions are filled out properly and initiate them when required.
- Update and manage Toronto Office site on Teams and post news and updates Toronto portal.
- Maintain vacation calendar, birthdays and send out electronic cards for all to sign.
- Review and code various invoices and obtain approvals.
Qualifications
- Minimum of 5 years’ experience in an administrative role.
- Preferred administrative experience from the EPC / EPCM, construction, architectural engineering consulting industries.
- Superb written and verbal communication skills.
- Ability to maintain confidentiality of company information.
- Strong organization and time management skills
- Proficiency in MS office and office equipment
- Excellent verbal and written communication skills
- Ability to handle multiple tasks in a fast-paced environment.
- The ability to work in office, in Toronto 5 days a week. (No hybrid / work from home option available).
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