Administrative Officer

VINCI Construction Grands Projets Canada, a subsidiary of VINCI Construction Grands Projets, part of the VINCI Group, construction worldwide leader, specialized in the design and construction of major civil engineering and building works in Canada is hiring an Administrative Officer 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. This will involve: A5 km-long tunnel, built by a pressurized TBM (10.5 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. We are looking for a proactive and organized Administrative Officer to support daily operations across administrative and finance department (HR, invoicing, office management, procurement, and basic accounting activities). Concretely, your tasks will be: HR & Administrative Support Timesheet - Ensure proper management and follow-up of employees’ timesheets (accuracy, completeness, deadlines, good cost allocation) Monitor compliance with timesheet submission requirements and follow up with teams when needed Organize onboarding activities for new employees: Liaise with HSE / Doc control to organise orientation sessions Manage background checks and OPG requests (or equivalent compliance documents) Coordination of company cars (if applicable) Organize travel arrangements: Flights, hotels, transportation Mission logistics and planning Setup of IT equipment (laptops, phones, access) Invoicing & Procurement Support Prepare and compile supporting documentation required for client invoicing (invoicing details prepared by cost control manager) Ensure all billing documents are complete, accurate, and aligned with contractual requirements Coordinate with team members to collect necessary backup (timesheets, approvals, expenses) Supervise and perform goods/services receipt in the procurement system to confirm delivery Collect delivery notes or services completion form to support the reception 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 (stationery, consumables, etc.) Organize recurring orders (coffee, kitchen supplies, etc.) Ensure smooth day-to-day office operations and maintain a well-organized work environment Your skills: Diploma in Accounting, Office Administration, Human resources or a 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) What do 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 headquarter of VINCI Construction Grands Projets Canada is based in Montréal, Québec. We are currently involved in three major construction projects in Ontario valued at several billion Canadian dollars. The construction of the subway line south in Toronto, involving a six-kilometer tunnel and associated excavation work. The project includes the design, construction, and handover of all tunnels (twin tubes of 6 km each), 7 stations (turnkey for: 1 at-grade station and 6 underground stations) and civil engineering works. Extension of the Confederation Line in Ottawa, one of the components of Phase 2 of the city's O-Train system, which includes the design, construction, and financing of 27.5 km of light rail infrastructure. The work also includes 4 kilometers of cut-and-cover tunnels, 20 engineering structures, 16 stations and a light maintenance facility.

The Administrative Officer supports daily operations across HR, finance, and office management for a major nuclear generating station refurbishment project. Key tasks include managing employee timesheets, coordinating procurement and invoicing, and overseeing general office logistics.

Candidates must have a diploma in Accounting, Office Administration, or Human Resources with at least 3 years of experience, preferably in construction. Proficiency in Microsoft Office and strong organizational skills are essential.

• 4 vacation weeks • 3 emergency/sickness days paid • Annual bonus • Group Health Insurance • Virtual health care system • Career development opportunities

• Sens de l’organisationSouhaitée
• Microsoft ExcelSouhaitée
• CommunicationSouhaitée
• Microsoft WordSouhaitée
• Microsoft OutlookSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Office Administration
• Human Resources
• Invoicing
• Procurement
• Basic Accounting
• Timesheet Management
• Onboarding
• Travel Coordination
• 3-way Matching
• Office Management
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Multitasking
• Organization
• Communication

• Administrative
• Construction
• Finance & Accounting
• Human Resources
• Management & Leadership

Formation minimale

Diplôme collégial

Expérience minimale

3+ ans

Postuler avant le

19 sept. 2026

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Niveau d’expérience

Mid-Senior level