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 (10.15 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. 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.
  Th

Entity

As part of a lineage of 100-year-old companies whose names are associated with impressive achievements worldwide, VINCI Construction Grands Projets possesses end-to-end expertise in the creation of complex infrastructure. Throughout the world, VINCI Construction Grands Projets designs and builds major civil engineering structures (tunnels, bridges, dams, liquefied natural gas storage tanks, road and rail infrastructure) and buildings (skyscrapers, shopping centres, hotels, major industrial facilities, nuclear power plants, etc.). As a complement to the company's high level of expertise, its consummate engineering skills, and expert project management abilities, VINCI Construction Grands Projets practises a policy of involvement at the local level wherever it operates, partnering with local firms and companies, enabling it to deploy wide-ranging yet modular solutions. These solutions, including technical assistance, turnkey projects, and maintenance programs, respond to the many different needs of a broad range of private- and public-sector clients.