Administrative Officer

Job description

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

Desired profile

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)
 

About VINCI Construction Grands Projets Canada

VINCI Construction Grands Projets emploie plus de 14 560 collaborateurs et réalise un chiffre d'affaires annuel de l'ordre de 4 milliards d'euros. Héritier d'entreprises centenaires, il conçoit et réalise des ouvrages complexes à l'international.
Ses domaines d'expertise couvrent les infrastructures de transport (ponts, tunnels, routes, ouvrages maritimes), les bâtiments (tours, aéroports, parkings), l'énergie et l'oil & gas (réservoirs GNL, centrales), les infrastructures minières, hydrauliques et environnementales.
Grâce à son expertise, sa capacité d'ingénierie et son management de projets, il déploie des solutions globales et modulables, en partenariat avec les acteurs locaux