Position: Office Administrator & Project Coordinator
Employment Type: Full-Time, In Person
Location: Mississauga ON
About Us
We are a fast-growing Building Automation Systems (BAS) contractor specializing in HVAC controls. We work on both new construction and retrofit projects, delivering high-quality solutions for commercial and industrial clients.
We are seeking a highly organized, proactive Office Administrator & Project Coordinator to manage day-to-day office operations, assist with project coordination, and directly support our CEO and COO. This role is critical to keeping our business and projects running smoothly while freeing leadership to focus on growth.
Key Responsibilities
Administrative Management
- Manage daily office operations, including phone/email handling, scheduling, and document control.
- Prepare, process, and track purchase orders, subcontract agreements, invoices, and expense reports.
- Maintain vendor and subcontractor files, including contracts, certifications, and insurance compliance.
- Support HR functions such as onboarding, timesheet collection, payroll coordination, and maintaining personnel records.
- Organize and maintain both digital and physical filing systems for quick access to contracts, drawings, and other project documents.
Project Coordination
- Assist Project Managers and field supervisors with scheduling, resource planning, and materials ordering.
- Track project progress, update schedules, and proactively communicate deadlines to team members.
- Coordinate with technicians, subcontractors, and suppliers to ensure timely delivery of materials and services.
- Keep project logs updated, including change orders, RFIs, and submittals.
- Ensure documentation is complete and compliant for billing and closeout packages.
Executive Support (CEO & COO)
- Assist CEO with support tasks as assigned.
- Support COO with project status reporting, resource allocation tracking, and delivery timelines.
- Manage calendars for CEO and COO, scheduling meetings, site visits, and calls.
- Prepare meeting agendas, take detailed notes, and follow up on assigned action items.
- Conduct basic research and compile information for decision-making.
- Handle confidential information with discretion and professionalism.
Qualifications
- Proven experience as an office administrator, project coordinator, or similar role; construction or BAS industry experience strongly preferred.
- Strong organizational skills with the ability to manage multiple priorities at once.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and cloud-based tools
- Experience with accounting software (QuickBooks, Zoho Books) a plus.
- Excellent verbal and written communication skills.
- Self-starter, detail-oriented, and able to work with minimal supervision.
Compensation
- Competitive hourly rate or salary based on experience.
- Standard benefits after probation period
Job Types: Full-time, Permanent
Pay: $40,000.00 per year
Benefits:
- Dental care
- Paid time off
- Vision care
Ability to commute/relocate:
- Mississauga, ON L4W 4J5: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Have you worked in the construction, trades, or building automation industry before? If yes, describe your role and the types of projects you supported.
- Have you coordinated multiple projects at once? Give an example, including how you tracked deadlines and communicated with field teams.
- Have you processed purchase orders, vendor invoices, and timesheets in a project-based environment? Which software/tools did you use?
- Are you proficient with Microsoft Excel (e.g., creating and maintaining tracking sheets, using formulas, data filtering)?
- Have you used QuickBooks, Zoho Books, or similar accounting/project software?
- What is your salary expectation?
- Are you comfortable working in a fast-paced, constantly changing environment where priorities shift quickly?
Work Location: In person
