About Company
Hiring.zycto empowers critical infrastructure projects by fostering a collaborative and highly organized work environment. We recognize that efficient site administration is the backbone of successful construction, ensuring seamless operations from ground-breaking to completion. Join a team where your meticulous organizational skills and proactive support directly contribute to high-impact developments, including significant urban transit initiatives. We value precision, problem-solving, and a dedication to excellence, providing an ideal setting for a Site Administrator eager to make a tangible difference in Toronto’s evolving landscape.
Job Description
Are you a highly organized and detail-oriented professional with a passion for supporting large-scale construction projects? Hiring.zycto is seeking a dedicated Site Administrator to join our dynamic team, playing a crucial role in the successful execution of our projects, including those along the vital Eglinton Crosstown corridor in Toronto. As a Site Administrator, you will be the organizational hub of the construction site office, ensuring that all administrative functions run smoothly, allowing project managers, engineers, and site personnel to focus on their core tasks.
This position is essential for maintaining comprehensive documentation, facilitating communication, and upholding site safety and compliance standards. You will manage incoming and outgoing correspondence, coordinate meetings, process invoices, and maintain digital and physical filing systems. Your ability to anticipate needs, troubleshoot administrative challenges, and proactively manage information flow will be critical to the project’s success. We are looking for someone who thrives in a fast-paced environment, can juggle multiple priorities with ease, and possesses exceptional interpersonal skills to liaise effectively with various stakeholders, including subcontractors, suppliers, and internal teams. If you are ready to apply your administrative expertise to a challenging yet rewarding construction environment and contribute to building Toronto’s future, we encourage you to apply.
Key Responsibilities
- Manage and maintain comprehensive document control systems, including drawings, specifications, RFIs, submittals, and change orders.
- Prepare, distribute, and file various project-related documents, reports, and correspondence accurately and efficiently.
- Coordinate and schedule meetings, prepare agendas, record minutes, and ensure timely distribution of follow-up actions.
- Process and track invoices, purchase orders, and expense reports, liaising with accounting and procurement departments.
- Act as the primary point of contact for administrative inquiries, directing calls and visitors appropriately.
- Maintain office supplies inventory and ensure the site office is well-organized and fully operational.
- Assist with onboarding new site personnel, including managing necessary paperwork and access procedures.
- Support the project team with data entry, report generation, and presentation preparation.
- Ensure compliance with company administrative procedures and project-specific documentation requirements.
- Assist in the preparation and submission of safety documentation and daily site logs.
- Manage all incoming and outgoing mail, couriers, and deliveries for the site office.
Required Skills
- Minimum 3 years of administrative experience, preferably in the construction or engineering industry.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Exceptional organizational and time management skills with strong attention to detail.
- Excellent written and verbal communication skills.
- Ability to work independently and collaboratively in a fast-paced, dynamic environment.
- Strong problem-solving abilities and a proactive approach to tasks.
- Demonstrated ability to handle confidential information with discretion.
Preferred Qualifications
- Post-secondary education in office administration, business, or a related field.
- Experience with construction project management software (e.g., SharePoint, Procore, Aconex).
- Basic understanding of construction terminology and processes.
- Familiarity with financial processes and invoicing procedures.
Perks & Benefits
- Comprehensive health and dental benefits package.
- Opportunities for professional development and career growth.
- Supportive team environment and collaborative culture.
- Access to public transit options along the Eglinton Crosstown line.
- Competitive salary commensurate with experience.
How to Apply
Interested candidates are invited to submit their application by clicking the link below. Please ensure your resume highlights your relevant experience and qualifications for this role. We thank all applicants for their interest, however, only those selected for an interview will be contacted.
