The Role
An established construction group is seeking a detail-oriented and highly organized Office Administrator to support daily administrative operations across multiple affiliated companies.
This role will cross-check equipment cost coding equipment , coordinate IT equipment purchases and movements, maintain intercompany documentation, and provide general administrative support. The ideal candidate is proactive, accurate, and comfortable managing competing priorities while working with multiple departments.
Key Responsibilities
- Cross-check equipment-related entries in Jonas against invoices, purchase orders, and supporting documentation.
- Verify that equipment costs are allocated to the correct company, department, project, and cost code.
- Identify discrepancies and coordinate with Accounting and other departments to arrange corrections.
- Coordinate approved orders for laptops, monitors, phones, accessories, and other IT equipment.
- Liaise with vendors and IT service providers to track orders, deliveries, and outstanding requests.
- Coordinate equipment assignments, transfers, returns, and movements between employees, offices, project sites, and affiliated companies.
- Support employee onboarding and departures by arranging equipment delivery and collection with HR, managers, and IT.
- Maintain accurate equipment inventory and asset records, including assigned users, serial numbers, locations, and equipment status.
- Prepare and maintain intercompany documentation relating to equipment transfers, purchases, and cost allocations.
- Track approvals and follow up on missing documents or information.
- Prepare correspondence, reports, spreadsheets, forms, and other administrative documents.
- Maintain electronic files, update trackers, and complete accurate data entry.
- Coordinate office supplies, deliveries, couriers, and vendor requests.
- Provide administrative support to management and departments, following requests through to completion.
- Perform other administrative duties as assigned.
Qualifications
- Minimum 2 years in office administration, administrative coordination, or a similar role.
- Experience using Jonas is preferred.
- Familiarity with invoices, purchase orders, cost coding, or equipment tracking is an asset.
- Proficiency in Microsoft Excel, Word, and Outlook.
- Strong attention to detail, organizational skills, and follow-through.
- Clear communication skills and the ability to coordinate with multiple departments and external vendors.
- Ability to manage competing priorities and handle confidential information with discretion.
- Construction industry experience is an asset.
