Office Administrator
Ontario 14 days ago
Job Description
Responsibilities:
· Reviewing and processing invoices to be sent to customers
· Managing and updating AP on QBO and Hubdoc and Procore
· Updating internal records and maintain an organized file system
· Controlling the daily expenditures and incomes
· Reconcile project costs, including 3D printing materials, construction labor, and equipment expenses, to maintain accurate financial records
· Managing office supplies inventory
· Managing expectations of the project in terms of payments and receivables
· Handling insurance-related matters such as WSIB (Workplace Safety and Insurance Board) and COI (Certificate of Insurance)
· Provide support to staff for administrative tasks, and assist with onboarding new employees or subcontractors, ensuring they understand the company's policies and project-specific requirements
· Coordinating OPP/OPS (Ontario Provincial Police/Ontario Provincial Services) clearances for individuals as per project requirements
· Managing onsite and in office persons and helping them resolve their queries (mostly related to paycheques and QBO time and HUMI).
· Managing payroll, vacation days and reimbursements as per approvals from the management
· Other work assigned such as but not limited to sending NDA's, subcontractor packages etc.
· Maintaining Health and safety documentation.
· Maintaining records for health and safety certifications for both subcontractors and personnel
· All communications via Office365, internal ERP and QBO.
· Providing administrative support for project management teams, including organizing meetings, preparing reports, and maintaining schedules for 3D concrete printing projects.
· Managing the financials of each 3D printing project in QuickBooks Online (QBO) and Procore
· Managing contracts and vendor relationships for the supply of 3D concrete printing technology, materials and service, negotiating pricing and service terms.
· Managing supply chain logistics for 3D printing materials (e.g., concrete, composites, and other specialized materials), ensuring timely procurement and inventory control.
· Document all certifications and training activities in Autodesk Construction Cloud, ensuring easy access and compliance reporting.
· Autodesk Construction Cloud for real-time project updates, ensuring that all relevant project stakeholders have up-to-date information on financials, progress, and documentation.
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