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Job details

About the Role Our client is a General Contractor located in Vaughan, looking for a highly organized, professional, and dependable Administrative Assistant to support the day-to-day operations of our office. The successful candidate will be comfortable managing a variety of administrative and clerical responsibilities, interacting with clients and subtrades, and keeping office systems and records organized. This is an excellent opportunity for someone who takes pride in their work, has strong attention to detail, and enjoys being a key part of a busy team environment. Key Responsibilities Perform general clerical and administrative duties to support the office and project teams. Answer and direct incoming phone calls in a professional and courteous manner. Greet clients, subtrades, visitors, and other guests at the front door. Receive, organize, and maintain invoices and related documentation. Print, code, organize, and file weekly invoices. Prepare and courier samples and other materials to clients as required. Coordinate and organize cheque distribution. Prepare and type weekly cheque lists. Assist with posting invoices in the company's accounting program, as required. Maintain general office organization and cleanliness. Monitor and order office supplies to ensure the team has the materials needed to operate efficiently. Maintain employee records and track company-issued items and documentation, including cell phones, hubs, safety documents, and other employee-related records. Assist with general administrative tasks and special projects as required. Maintain a high level of confidentiality and professionalism when handling company, employee, client, and financial information. Qualifications & Skills Previous experience in an administrative assistant, office administrator, or similar role. Strong organizational skills and exceptional attention to detail. Excellent verbal and written communication skills. Professional and friendly telephone and front-desk manner. Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. Experience with Microsoft Office, including Word and Excel. Comfortable learning and using accounting or invoice-management software. Strong filing, record-keeping, and organizational abilities. Ability to work independently while also contributing effectively to a team. Reliable, punctual, and professional.

What you’ll do

Provide general administrative and clerical support, including managing phone calls, greeting visitors, and maintaining office organization. Handle financial documentation such as processing invoices, preparing cheque lists, and assisting with accounting software entries.

Requirements

Candidates should have previous experience in an administrative or office administrator role with strong organizational and communication skills. Proficiency in Microsoft Office and the ability to learn accounting software is required.

Listed skills

• Time management · Preferred
• Organization · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Clerical Duties
• Invoice Management
• Microsoft Word
• Microsoft Excel
• Record Keeping
• Communication Skills
• Organization
• Time Management
• Accounting Software
• Front Desk Management
• Confidentiality

Job areas

• Administrative
• Construction