Office Support

Site Administrator:  Site administrators assist the Project Managers and Site Mangers with monitoring projects from their initial stages through to completion, ensuring that regulations are met and that necessary documents are prepared at each interval. Site Administrators ensure that the necessary materials are delivered to the work site to dealing with paperwork and documents appropriately for each project.  Site administrators also handle the clerical and logistical duties associated with complex projects.  This position is an administrative position that assists manages timelines and deadlines. Site administrators work collaboratively with project managers and contractors.


  • Coordinate with various teams, project managers, and contractors
  • Performing weekly reports and assist with writing proposals
  • Planning and coordinating construction projects and making sure building and safety codes are adhered to
  • Checking completion of reports and forms
  • Answer and direct incoming calls in a prompt, professional and courteous manner
  • Book and coordinate meetings and create and distribute meeting minutes
  • Manage incoming and outgoing mail, resource room schedules, various spreadsheets and training materials
  • Coordinate and organize travel arrangements, events, meetings and office moves
  • Support site team in all administrative functions

Executive Assistant:  The Executive Assistant role requires a minimum of 5 years of administrative experience, and 3 years’ experience of senior level administration experience working with C-level executives.  In addition, this person should be highly self-motivated, professional, capable of multi-tasking and prioritizing tasks in a fast-paced environment.


  • Coordinate executive communications, including taking calls, responding to emails and interfacing with clients
  • Prepare internal and external corporate documents for executives and industry partners
  • Schedule meetings and appointments and coordinate travel
  • Arrange corporate events such as golf tournaments, fund raising events, and staff appreciation events
  • Uphold a strict level of confidentiality
  • Develop and sustain a level of professionalism among staff and clientele

Administrative Assistant: The Administrative Assistant role requires a minimum of 2 years of previous office related administration experience, and must be an intermediate user of the Microsoft Office Suite. In addition, this person should have strong attention to detail, organizational skills, and the ability to multitask in a fast paced environment.  A certificate in Office Administration would be considered an asset.

  • Calendar management/scheduling appointments
  • Setting up board rooms, creating meeting agendas and taking meeting minutes
  • Email correspondence, editing and formatting documents
  • Distributing incoming mail as well as prepare and post all outgoing mail
  • Inputting and updating data in the CRM system
  • Maintain spread sheets and organizing paperwork
  • Other ad hoc duties as required

Reception: The Receptionist position requires someone has previous experience managing a high volume switchboard. In addition, this person must have exceptional customer service skills, previous administration experience, high attention to detail and the ability to meet tight deadlines.

  • Managing a high volume switchboard, answering 100+ calls a day
  • Meeting and greeting clients, answering any inquiries and directing foot traffic  
  • Managing incoming and outgoing mail
  • Scheduling meetings using Microsoft Outlook
  • Preparing and distributing materials for meetings including documents and presentations
  • Data entry of employee contact information
  • Consistently multi-task and meet deadlines
  • Provide administrative support to other departments