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Duties of position (but not limited to):


  • Answer main phone line, routing calls as appropriate
  • Receive incoming courier packages and prepare outgoing packages
  • Receive and distribute fax correspondence
  • Process daily outgoing mail and retrieve incoming mail including opening, stamping, and distribution
  • Greet all visitors, sign in and inform staff of their arrival

Office Administration and Accounting

  • Ordering office supplies as needed, scheduling repairs and servicing of office equipment as necessary
  • Maintain job filing system (electronically and hardcopy) – scanning documents, set up of folders, labelling, etc.
  • Prepare and code accounts payable invoices including matching with receiving documents
  • Distribute accounts payable invoices for approval
  • Post accounts payable invoices to accounting system
  • Prepare vendor payments as required, maintaining payment terms and due dates
  • Process credit card payments as needed; monitor card balances
  • Collect and consolidate payroll timesheets
  • Some accounts receivable billing
  • Other projects as required


  • Ability to multi-task and work with minimal supervision
  • Strong attention to detail, quality and highly organized
  • Experience using MS Excel, Word and Outlook, comfortable working with spreadsheets
  • Minimum 2 years Reception/Office Administrator experience
  • Construction experience a definite asset
  • Exposure to Jonas Construction Software an asset

Preference will be given to those located in Vaughan or in the near vacinity.