Office Administrator - Union Station

Position Overview

The Office Administrator will perform a variety of administrative, organizational, and executive support duties, requiring flexibility with assignments and the ability to work with a geographically dispersed team of development professionals. The Office Administrator will need to have a strong background supporting administrative functions and assist the overall office management. This position is on a contractual basis with benefits with an expected end date in 2027.

This position is in-person based out of downtown Toronto on a construction office. The Office Administrator will report directly to the Construction Manager.

Office management, including:

• Managing main reception desk – greeting visitors and directing them as needed
• Maintaining a clean and efficient office environment, including kitchen and boardroom areas through effective management of the office cleaning subcontractor.
• Maintaining and tracking office supply inventory and unpacking supplies including computer equipment, furniture, printers
• Scanning, copying, and distributing correspondence or other printed materials
• Office desk / computer set up, stationary supplies.
• Administration of site security access keys
• Meeting rooms administration and bookings
• Proofreading and formatting presentation materials, as may be required

Management team support, including:

• Supporting project team travel bookings and expense submissions
• Being the main point of contact for USEP office
• Work closely with Kiewit District EAs and Alliance partner EA’s and assist the project management in coordinating meetings
• Working closely with the project HR and management team and assisting them in various administrative tasks, as may be required
• Assist with special projects, as may be required
• Other administrative tasks, as may be required

Meetings and events coordination, including:

• Assisting with scheduling conference room bookings and conference room booking conflicts and auditing on a monthly basis
• Arranging for dining reservations as well as receiving and setting up catering for team members’ internal and/or external business meetings
• Support coordinating team socials and local events as required
• Setting up AV requirements for any project wide and onsite executive presentations
• Being proactive in offering support with presentation set up, virtual meetings, external guest support
• Manage team travel schedule, booking, cancelling, and rescheduling travel accommodations
• Coordinating logistics for all conference dinners, events and meetings

Expense management, including:

• Expense management, tracking and submission of office expenses and executive team members’ expenses
• Coding and submitting office/corporate invoices
• Creating and submitting project purchasing orders, as applicable
• Tracking specific project invoices
• Following up with Accounts Payable to ensure payment is completed in a timely manner
• Reconciling invoices within internal systems

• Relevant college / post-secondary education is desirable
• Must have valid full G driver’s license
• 1-3 years of relevant experience in managing day-to-day operations including administrative tasks is an asset
• Excellent spelling and grammar skills
• Excellent communication skills (verbal and written) and comfortable presenting
• Excellent organizational skills with the ability to calmly juggle competing priorities
• Ability to multi-task and prioritize
• Detail-oriented, precise, and proactive in their approach to work, and able to manage tasks of various types with minimal supervision
• Able to establish and maintain effective working relationships with the project team and district
• Exceptional skills in Experience and high level of proficiency using a variety of software packages including MS Word, Excel, PowerPoint and information databases to prepare correspondence, documents and generate reports
• Fast-paced office environment; must be able to interact professionally with all levels of management while simultaneously managing a diversified workload and challenging situations efficiently and effectively
• Discretion with confidential and/or sensitive matters and information.
• Personable with good verbal communication skills…