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Hebster Construction Careers

Join our dynamic team

How to apply: Please send your resume to by Friday, April 14, 2023.

Office Administrator

Reporting to the Manager, Finance and Administration, the Office Administrator will play an integral role in the administration of business activities. The primary function of this role will include maintaining the flow of paperwork from the field staff. Additional duties will include tracking and categorizing project costs, building relationships, and liaising with suppliers, implementing new record keeping functions, assisting the Project Estimating staff with rate data entry and other duties, and general administrative duties and tasks.


The ideal candidate will have Construction Industry & QuickBooks experience, and a keen interest in growth and development as this role will evolve over time as our company grows. Fluent knowledge of Microsoft Office, specifically Excel, is also an asset. Willing to train and mentor the right candidate for the job as longevity and growth in the company is a primary objective. This is a great opportunity to join a growing company currently on an accelerated growth path and build an exciting and fulfilling career!


Accounting Duties:

Full cycle Accounts Payable:

  • Receiving, coding and entering invoices, maintaining electronic database

  • Verifying rates against quotes, contracts, and PO’s - Pairing with field documentation and circulating for signatures

  • Making adjustments as required from circulation

  • Verifying accuracy of AP entries including weekly spot check on entry data and project allocations, scanning for duplicates, monthly review of expense chart of accounts

  • Liaising with supplier to ensure all required documents for processing payments are on hand, including WSIB, Form1000, Certificates of Insurance

  • Verifying HST accounts and maintaining supplier account records - Processing payment runs

  • Managing credit requests and application to invoices

  • Requesting and maintaining supplier statements

  • Reconciling corporate credit cards and processing expense forms

  • Managing online account access to supplier websites

  • Collecting EFT payment information and maintaining database

  • Liaising with field staff for missing paperwork

  • Administrative filing of payables and proper document and record keeping


Additional Duties:

  • Maintaining records of rental and leased equipment including locations and hour logs

  • Maintaining owned equipment log and allocation journal entries - Handling Certificate of Insurance requests and updates

  • Preparing construction project start-up documentation and binders

  • Managing administrative inventory and supply requests

  • Managing Health & Safety, IHSA, and field book form supply

  • Maintaining health & safety record keeping

  • Office telephone reception

  • Maintaining equipment and tool inventory logs

  • Preparing administrative notices for suppliers and employees

  • Maintaining filing system

  • Calculating payroll project allocations and updating Journal Entries

  • Assisting estimating staff with rate data entry

  • General office administration


Ideal Candidate:

  • QuickBooks and Microsoft Office proficiency (advanced)

  • Independent, self-motivated (quiet and independent work environment)

  • Full Cycle accounting knowledge

  • Construction industry experience


Interested in growth Growth opportunity (to eventually take over, so experience in any of these areas would be an asset):

  • Accounts receivable

    • Reviewing Progress Completion documentation and creating invoices

    • Preparing invoice package and distributing to clients

    • Recording received payments

  • Bank reconciliations

  • Payroll - Taxation (HST)

  • Managing insurance coverage requirements (internal: rental equipment blanket, Certificates of insurance requirements, policy change notices. Supplier: ensure COI’s in place for all sub-contractors)

  • WSIB account reviews - Implementing new procedures for record keeping and data tracking - Filing and maintaining Notice of Projects and publishing Certificate of substantial performance

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