Office Administrator

Office Administrator

About Sky Group of Companies

The Sky Group of Companies (the “Sky Group”) is a diversified, family-owned and operated organization proudly established in 2005. We provide a broad range of services across the construction, renovation, restoration, maintenance, millwork, and electrical industries.

Our vision is to provide reliable, high-quality services while embracing innovative technology and building long-term relationships with our clients, employees, suppliers, and partners. We serve commercial, industrial, residential, and multi-residential clients throughout the GTA.

Our core values are People, Integrity, Safety, Quality, and Reliability.

As our organization continues to grow, we are seeking an organized, proactive, and dependable Office Administrator to join our team and support the smooth and efficient operation of our office.

About the Role

The Office Administrator is responsible for providing day-to-day administrative and operational support to the office, employees, management, and various departments across the organization.

This is a hands-on position for someone who is highly organized, detail-oriented, resourceful, and comfortable managing multiple priorities in a fast-paced construction environment. The successful candidate will serve as a key administrative point of contact and help ensure that office systems, records, supplies, facilities, and administrative processes are maintained accurately and efficiently.

Key Responsibilities

Office Administration & Reception

• Serve as the first point of contact for visitors, clients, vendors, and employees, providing a professional and welcoming experience.
• Answer, screen, and direct incoming phone calls and general inquiries promptly and appropriately.
• Administer the company's general information email and ensure inquiries are directed to the appropriate person or department.
• Receive, sort, distribute, and coordinate incoming and outgoing mail, courier services, packages, and deliveries.
• Prepare and distribute correspondence, memos, letters, forms, spreadsheets, reports, and other company documents.
• Coordinate meeting room and boardroom bookings.
• Maintain office notice boards and ensure information remains current and organized.
• Manage office key fobs, access cards, and related access records.
• Maintain office parking assignments and assist with parking and 407 administration.
• Administer parking-related tickets and documentation as required.
• Liaise with IT regarding office equipment, systems, user access, and other administrative technology requirements.
• Provide general administrative support to management, project managers, HR, accounting, and other departments as required.

Office Facilities & Organization

• Maintain a clean, organized, safe, and professional office environment.
• Monitor office facilities and coordinate repairs, maintenance, servicing, and other building requirements.
• Coordinate office cleaning schedules and assist with monitoring cleaning services.
• Assist with office renovation and maintenance projects.
• Maintain inventory of office supplies, kitchen supplies, first aid materials, computer equipment, uniforms, PPE, and other office resources.
• Order, receive, organize, and restock office and kitchen supplies as required.
• Consult with departments to identify supply and equipment requirements and prepare purchase requests for approval.
• Coordinate scheduling of waste bins, cleanings, and related services for projects and office operations.
• Inspect and maintain first aid kit supplies and coordinate restocking as required.
• Coordinate the distribution of employee uniforms, T-shirts, PPE, and other company-issued items.

Systems, Records & Administrative Data

• Maintain accurate physical and digital filing systems, including appropriate filing, archiving, and document organization.
• Maintain accurate employee, client, supplier, and other administrative records.
• Assist with maintaining company records and ensuring information is current and accessible.
• Assist with project and system administration, including the creation and maintenance of project information in platforms such as SkyNet and Connecteam.
• Maintain accurate client and supplier information within company systems.
• Assist with subcontractor setup and the collection and maintenance of required compliance documentation.
• Assist with maintaining and updating organizational records and information.
• Coordinate with other office administrators across the Sky Group and related companies to ensure consistent communication and administrative processes.

Finance, Purchasing & Procurement Support

• Assist with the creation and administration of purchase orders for office services, supplies, cleaning, renovations, and other administrative requirements.
• Assist with reviewing and validating purchase order information, including comparing VendorCafe and SkyNet records when required.
• Upload, code, and maintain office-related expenses in accordance with company procedures.
• Assist with invoice preparation, billing, and related administrative accounting functions as required.
• Assist accounting with banking and other administrative accounting functions when required.
• Assist with setting up new supplier accounts and maintaining supplier information.
• Maintain office and kitchen supply expense records and prepare periodic expense reports.
• Ensure purchasing and expense documentation is complete, accurate, and properly filed.

Employee & Workforce Administration

• Provide administrative support for employee onboarding, including orientation, system setup, office tours, and coordination of required materials.
• Assist with the coordination and tracking of employee training and administrative requirements.
• Maintain employee records and ensure administrative information is kept current.
• Assist with temporary worker requests, coordination, and related documentation.
• Coordinate with temporary staffing agencies and assist with validation and purchase order administration.
• Assist with attendance, timesheet, and workforce administration as directed by HR.
• Support employee events, recognition activities, workshops, barbecues, tours, and other company initiatives.
• Prepare and coordinate administrative materials for employee communications and internal initiatives.

Fleet & Vehicle Administration

• Maintain accurate fleet-related administrative records.
• Coordinate fleet recalls and follow up on required servicing or corrective actions.
• Assist with fleet registration and renewal requirements.
• Maintain fleet insurance and driver-related administrative records as directed.
• Assist with ensuring required driver documentation is current.
• Coordinate with the Fleet Maintenance Manager regarding fleet maintenance records and requirements.
• Maintain fleet-related information in company systems and databases.

Project & Site Administration

• Provide administrative support for construction, restoration, renovation, and other company projects.
• Assist project managers and project teams with day-to-day project administration and coordination.
• Maintain project files, documentation, correspondence, forms, reports, and other administrative records.
• Assist with setting up new projects and maintaining project information in company systems.
• Coordinate project-related administrative requirements, including documentation, communications, deliveries, and service requests.
• Coordinate waste bin deliveries, exchanges, removals, and related scheduling for projects.
• Coordinate project cleaning services, including scheduling cleaners, maintaining cleaning schedules, and following up on service requirements.
• Assist with coordinating project-specific supplies, equipment, deliveries, and other administrative requirements.
• Assist with tracking project-related purchase orders, invoices, and administrative expenses.
• Ensure project documentation is properly filed, maintained, and accessible to the appropriate project team members.
• Liaise with project managers, site personnel, vendors, suppliers, subcontractors, and service providers regarding administrative matters.
• Support project teams with other administrative requirements as needed throughout the project lifecycle.

Health, Safety & Compliance Support

• Assist the HR and Safety teams with administrative aspects of the company's health and safety program.
• Prepare materials and documentation for safety meetings, toolbox talks, workplace inspections, and other safety activities.
• Maintain safety binders, boards, notices, and other required workplace documentation.
• Assist with collecting and maintaining safety documentation from affiliated companies and external parties.
• Assist with coordinating and maintaining workplace inspection schedules and records.
• Maintain administrative records related to licenses, certifications, training, permits, insurance, and other compliance requirements.
• Assist with maintaining current company WSIB and liability insurance documentation and distributing documentation to clients as required.
• Assist with collecting and maintaining WSIB and liability insurance documentation from contractors and suppliers.
• Support preparation and organization of documentation for audits and inspections as required.

Client, Vendor & General Support

• Maintain professional and responsive communication with clients, vendors, suppliers, employees, and other stakeholders.
• Assist with responding to client and vendor inquiries and directing requests to the appropriate department.
• Support supplier and subcontractor administration and documentation.
• Assist with coordinating project-related administrative requirements, including emails, notices, permits, and documentation, as requested.
• Coordinate with other Sky Group office administrators to facilitate information sharing and consistent administrative processes.
• Assist with the administration and sale of surplus company tools, appliances, and other items as directed.
• Support special projects and administrative initiatives across the organization.
• Perform other related duties as assigned.

Qualifications & Skills

• 2+ years of office administration, office coordination, or related experience is an asset.
• Excellent written and verbal communication skills in English.
• Strong organizational skills and exceptional attention to detail.
• Ability to prioritize tasks, manage competing deadlines, and effectively multitask.
• Strong interpersonal and customer service skills with a professional and approachable manner.
• Self-motivated, proactive, resourceful, and able to work independently.
• Strong problem-solving and follow-through skills.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Comfortable learning and working with multiple software platforms and administrative systems.
• Ability to maintain confidentiality when handling employee, financial, and company information.
• Previous experience in the construction, restoration, or related industry is an asset.

Why Join Us?

At Sky Group of Companies, you're not just an employee - you're part of a growing team committed to delivering quality work and exceptional service.

We value People, Integrity, Safety, Quality, and Reliability, and we believe our success is driven by the people behind our organization. We are committed to fostering a respectful, inclusive, and collaborative workplace where individuals are valued and have opportunities to grow.

Sky Group of Companies is an equal opportunity employer. We welcome applications from qualified individuals and are committed to providing an accessible recruitment process.

While we thank all applicants for their interest, only those selected for an interview will be contacted.

Take the next step in your career with Sky Group of Companies and help us build a better tomorrow. Apply today!