Office Assistant

Company Overview:

Laumar Design Ltd. is a leading and reputable contracting company based in Mississauga. We are dedicated to delivering exceptional services to our clients across Ontario. With a commitment to quality and efficiency, we take pride in our dynamic team and strive for excellence in every aspect of our operations. As we continue to grow, we are seeking a highly skilled and motivated Office Assistant to join our team and contribute to the success of our projects and office operations.

Position Overview:

The Office Assistant will play a key role in ensuring the smooth and organized operation of our office environment. This position requires excellent communication skills, attention to detail, and the ability to multitask effectively. The Office Assistant will be responsible for providing administrative support to various departments within the organization. Duties may include but are not limited to answering phones, managing calendars, scheduling appointments, and organizing meetings. Additionally, the Office Assistant will assist with basic accounting tasks, such as processing invoices and expense reports and the planning, execution, and completion of construction and renovation projects.

The ideal candidate for this position is a proactive problem-solver who can work independently and collaboratively in a fast-paced environment. Strong computer skills and proficiency in Microsoft Office Suite and QuickBooks are essential. Previous experience as an Office Assistant or in a similar administrative role is required. Experience in the construction and renovation industry is highly preferred.

The responsibilities of the job include, but are not limited to, the following:

• Manage correspondence, including emails, letters, and ensure timely responses.
• Schedule meetings, appointments, and conference calls for project managers and other staff members.
• Prepare and distribute documents, reports, and presentations as needed.
• Answer and direct phone calls in a professional and courteous manner.
• Greet clients, visitors, and vendors and assist them as needed.
• Serve as a point of contact for clients, relaying messages, addressing inquiries and providing updates on project progress and assistance as needed. Assist with client correspondence, including emails, phone calls, and written communications. Maintain positive relationships and resolve any client concerns or issues promptly and professionally, seeking to maintain client satisfaction and loyalty.
• Communicate effectively with project managers, contractors, and other stakeholders to gather necessary information and address any questions or concerns.
• Coordinate client meetings and site visits and assist in preparing meeting agendas and materials.
• Maintain organized and up-to-date financial and employees’ records, both physical and electronic, ensuring confidentiality and security. Ensure compliance with accounting standards and company policies in record-keeping and documentation practices.
• Input and update project data into various databases and spreadsheets accurately and efficiently and ensure data integrity and accuracy by verifying information and making necessary corrections as needed.
• Maintain organized records of project details, including materials, labor costs, payments and timelines and ensure data integrity and accuracy by verifying information and making necessary corrections as needed.
• Maintain and organize project files, contracts, permits, and other documentation and assist with document preparation, including proposals, contracts, and change orders and ensure accurate and timely filing of documents both electronically and physically.
• Maintain organized and efficient office systems and procedures, including filing systems, record-keeping, and document management and develop and implement office policies and procedures to improve efficiency and productivity.
• Liaise with managers, subcontractors, suppliers and other stakeholders to gather necessary information and documentation to facilitate project coordination. Assist in coordinating project-related tasks, such as obtaining permits, scheduling inspections and meetings, ordering materials while ensuring compliance with regulatory requirements and maintain organized records of projects documentation, including contracts, permits, and change orders.
• Provide administrative support to project managers, including preparing meeting agendas, taking meeting minutes, and updating project documentation.
• Analyze project specifications, blueprints, and other documentation to determine material and labor requirements and collaborate with project managers and contractors to gather necessary information for preparing estimates.
• Prepare and present estimates to project stakeholders in a clear and professional manner and maintain documentation of all estimates, change orders, and revisions throughout the project lifecycle.
• Assist in preparing and monitoring project budgets, tracking expenses, and identifying variances. Collaborate with project managers to ensure accurate budgeting and forecasting for construction and renovation projects.
• Allocate resources, including manpower, equipment, and materials, effectively to ensure efficient project execution. Review and approve subcontractor and supplier invoices, ensuring accuracy and adherence to contract terms.
• Coordinate meetings, appointments, and travel arrangements for project managers and staff.
• Track project timelines and deadlines to ensure timely completion of tasks. Communicate project progress and updates to stakeholders, including clients, subcontractors, and senior management.
• Ensure compliance with safety regulations and company policies, promoting a safe work environment for all project stakeholders.
• Record and categorize day-to-day financial transactions, including invoices, receipts, and payments, accurately and efficiently. Assist with basic accounting tasks, such as invoicing, billing, and expense tracking.
• Prepare purchase orders and reconcile vendor invoices with purchase orders.
• Support project managers with budget tracking and financial reporting as needed.

Qualifications:

• Previous experience as an Office Assistant or in a similar administrative role is required. Experience in the construction and renovation industry is highly preferred.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and QuickBooks is required. Other relevant software is considered a plus.
• Strong organizational and multitasking abilities, with excellent attention to detail.
• Excellent communication skills in English, both written and spoken, and interpersonal skills, with the ability to interact professionally with diverse stakeholders are essential.
• Knowledge of construction processes, terminology, and documentation is preferred.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment is required.
• Ability to work independently and as part of a team.
• Minimum High school diploma or equivalent is required. College diploma or equivalent education is highly preferred. Additional certification or training is a plus.
• Valid G Full driving license

Job Types: Full-time, Permanent

Salary: $20.00-$23.00 per hour

Expected hours: 40 per week

Benefits:

• On-site parking
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Application question(s):

• How many years of previous experience in the construction and renovation industry do you have?
• What is your highest level of education?
• What is your proficiency level with the Microsoft Office Suite?
• What is your proficiency level with QuickBooks?
• What level of proficiency do you have in written and spoken English?
• What additional Office Assistant-related training and professional development have you pursued?
• Do you possess a valid Class G driver's license?

Education:

• DCS / DEC (required)

Experience:

• QuickBooks: 3 years (required)
• Office Assistant: 3 years (required)

Language:

• English (required)

Work Location: In person