Omicron Construction Ltd.
Job Postings 1| Company Website: | https://omicronaec.com |
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| Company Phone Number: | 2504194703 |
The position of Office and Project Administrator for Omicron AEC (Victoria) consists of dual administrative roles and several financial components.
The primary purpose of the role is to provide administrative and financial support to the Victoria construction team. Taking direction from the Director of Construction the OA will support project objectives by ensuring that administrative, project, and financial documents are prepared, updated, and executed in a timely and efficient manner.
Secondarily, this position will include office administration for the Victoria office in an interdepartmental role. This will include facilitating the basic administrative functions of the office, as well as promoting office initiatives, and safety. Office administration will be coordinated with head office departments, including HR, IT, and marketing, as well as Victoria departments, in order to insure all Omicron standards are being met and all office needs are being satisfied.
This position is for maternity coverage from May 1, 2025 - Jan/Feb 2027. The possibility for transition into a permanent position may be available at the end of the coverage period depending on administrative needs at the time.
OFFICE ADMINISTRATION
• Coordinate construction office activities and operations to secure efficiency and compliance with company policies.
• Facilitate overall office administration for the Victoria office including; office maintenance, stationary and office supplies inventory, mail/couriers, room bookings, office moves and assist with event coordination.
• Maintain office access, including assigning fobs and unlocking/locking the office daily.
• Put together welcome packages, set up stations, and acquire equipment for New Hires. This will require coordinating with HR, Marketing, and IT.
• Maintain boardrooms in working order.
FINANCIAL SUPPORT
• Communicate with vendors, trades, and our accounting department regarding project and office invoices.
• Review and redirect invoices.
• File invoices and update all invoice tracking, including inside project and across project tracking.Investigate and resolve discrepancies between vendor invoices and contracts.
• Code and approve invoices as directed by site and Construction Managers
• Perform initial review and coding of trade and supplier invoices in accounting program.
• Coordinate invoice approvals and cheque runs with site, CMs, and accounting.
• Request and review select to pay list to ensure correct payments are being selected. Coordinate any changes with accounting.
• Review cheques issued and distribute/hold as required.
CONTRACT ADMINISTRATION
• Create, manage and maintain project spreadsheets.
• When required, compile, track, log, and file trade contracts.
• Track, review, log and file subtrade bonds in the vault.
• Track, review, log, and file subtrade insurance documents.
• Track, review, log, and file WorkSafe Clearance letters.
• Track, log, file and review invoices.
• Manage requests for completion.
• Track, log, review, and coordinate holdback invoices, stat decs, and payments.
FILE MANAGEMENT
• Support the effective archiving, record keeping, and tracking of project related documentation in electronic and physical form.
QUALITY
• Perform tasks according to Omicron’s process standards.
OTHER
• Perform other duties as required.
KNOWLEDGE AND SKILLS
TECHNICAL
• Excellent capability within Outlook, MSTeams, MSWord, and Excel.
• Experience with Timberline/Sage is considered an asset.
• Experience with Autodesk is considered an asset.
INTERPERSONAL
• Provides a high level of customer focus towards team members, client, sub-trades and the general public (e.g. timely responses to others).
• Ability to develop relationships with internal and external project personnel and stakeholders.
• Demonstrated initiative and positive attitude.
• Deadline driven.
PROFESSIONAL
• Possesses strong organizational, time management, and prioritization skills.
• High attention to detail and accuracy.
• Knowledge of construction practices an asset.
EXPERIENCE AND EDUCATION
• 1 – 3 years of administrative experience.
• Diploma or degree in a relevant field or a mixture of education and experience.
• Experience in construction with general contractor, sub-contractor and/or owner’s representativeis preferred but not required.
• Accounting or bookkeeping experience is an asset.
| Date Posted: | 03/17/2025 |
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| Start Date: | May 1, 2025 |
| Classification: | Exempt |
| Level: | Office Employee |
| Travel Requirements: | In office position. |
| On-site, Remote or Hybrid: | On-site |
| Job Type: | Full-time |
| Wage: | Salary - Annual |
| Wage From: | $50,000.00 |
| Wage To: | $70,000.00 |
| Number of Employees: | 1 |
| Company Website: | https://omicronaec.com |
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| Company Phone Number: | 2504194703 |