Overview
Administrative Officer Jobs in Pickering, Canada at VINCI Construction Grands Projets Hellas S.A.
Description du poste
Métier : ASSISTANAT – Autres
Intitulé du poste :
Administrative Officer
Description de la mission :
VINCI Construction Grands Projets Canada is hiring an Administrative Officer to support daily operations across the administrative and finance department.
What is the project?
The Pickering Nuclear Generating Station Refurbishment Program involves designing and building a new deep‑water intake in Lake Ontario to improve the plant’s cooling system.
- A 5 km‑long tunnel built by a pressurized TBM (10.15 m diameter slurry TBM)
- Two vertical shafts (onshore and offshore)
- An offshore modular intake structure resting on the lake bed
The project is distinguished by its proximity to an active nuclear site, requiring rigorous standards of safety, planning and coordination.
What You Will Do
The role is key to ensuring smooth administrative processes and supporting project teams efficiently.
Concretely, Your Tasks Will Be HR & Administrative Support
- Timesheet:
Ensure proper management and follow‑up of employees’ timesheets - Monitor compliance with timesheet submission requirements and follow up when needed
- Organize onboarding activities for new employees and liaise with HSE / Doc control to organise orientation sessions
- Manage background checks and OPG requests
- Coordinate company cars (if applicable)
- Organize travel arrangements: flights, hotels, transportation, mission logistics and planning
- Set up IT equipment (laptops, phones, access)
Invoicing & Procurement Support
- Prepare and compile supporting documentation for client invoicing
- Ensure all billing documents are complete, accurate and aligned with contractual requirements
- Coordinate with team members to collect necessary backup
- Supervise and perform goods/services receipt in the procurement system
- Collect delivery notes or services completion forms to support receipt in the system
- Support invoice reconciliation process – match supplier invoices with purchase orders and receipts (3‑way matching)
- Identify and follow up on discrepancies with vendors and internal stakeholders
Office Management
- Manage office supplies
- Organize recurring orders (coffee, kitchen supplies, etc.)
- Ensure smooth day‑to‑day office operations and maintain a well‑organized work environment
Profil Your Skills
- Diploma in Accounting, Office Administration, Human Resources or related field
- Minimum 3 years of experience, preferably in a construction project environment
- Strong organizational and multitasking skills
- Attention to detail and ability to follow processes
- Good communication skills and team‑oriented mindset
- Proactivity, ability to work autonomously and prioritize tasks
- Basic knowledge of administrative, HR, procurement, or accounting processes is an asset
- Proficiency in Microsoft Office (Excel, Word, Outlook)
Pourquoi nous rejoindre? What We Have To Provide
- Annual gross compensation ranging from CAD 60,000 to CAD 70,000 depending on experience and profile
- 4 vacation weeks & 3 emergency/sickness days paid
- Annual bonus
- Group Health Insurance (premium participation including virtual health care system)
- Career development opportunities
- A cosmopolite and inclusive work environment
- Attractive and challenging project
About VINCI Construction Grands Projets Canada
Subsidiary of the VINCI Group, VINCI Construction Grands Projets Canada is involved in large‑scale construction and civil engineering projects in Canada. The headquarters is in Montréal, Québec. Currently involved in three major construction projects in Ontario valued at several billion Canadian dollars, including the subway line south in Toronto and the Confederation Line in Ottawa.
Emplacement du poste
Localisation:
Amérique du Nord, Canada, Ontario – Pickering
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Title: Administrative Officer
Company: VINCI Construction Grands Projets Hellas S.A.
Location: Pickering, Canada
Category:
