Office Administrator at Fer-Pal Infrastructure

Overview:
The Front Office Administrator is responsible for overseeing day-to-day administrative functions, supporting internal operations, and managing clerical tasks to ensure a smooth and efficient workplace. This role works closely with all departments to facilitate project needs, coordinate vendor relations, and enhance customer service delivery. Purchase Order processing and travel coordination are essential functions of the position. Due to limited public transportation, access to a personal vehicle is required.

Key Responsibilities

1. Front Desk Management

·       Greet and assist office visitors professionally.

·       Answer, screen, and route incoming calls and respond to general inquiries.

·       Monitor and manage general email inboxes.

2. Administrative & Clerical Support

·       Perform filing, copying, scanning, and other clerical tasks.

·       Maintain a clean and organized office environment.

·       Restock office and kitchen supplies as needed.

3. Customer Interaction & CRM Management

·       Deliver exceptional customer service via phone, email, and in person.

·       Update and manage customer data in CRM (Microsoft).

·       Schedule and confirm appointments with clients and vendors.

4. Project Support & Material Coordination

·       Assist with sourcing and ordering materials for projects (e.g., washroom, aggregate, vac truck, bins, pole supports).

·       Communicate with vendors and suppliers to meet project deadlines.

5. Travel Coordination

·       Arrange travel, including flights, hotels, car rentals, and itineraries

·       Maintain a comprehensive travel tracking spreadsheet

·       Secure all necessary approvals and confirm booking details with travelers.

6. Purchase Order Management

·       Create and issue purchase orders based on audited project budgets

·       Ensure all PO-related documentation is complete and accurate.

7. Vendor Compliance

·       Maintain and update the Master Vendor List and approvals

·       Track and collect vendor compliance documentation.

8. Courier & Documentation Oversight

·       Schedule and monitor domestic and international courier services.

·       Manage internal documents such as Notices of Project, timesheets, and end-of-season records (filing, storage, shredding).

9. Team & Office Support

·       Support the Office Manager and assist other teams with administrative needs.

Monday to Friday : 8:00 AM – 4:30 PM

Requirements

• Minimum 2 years of administrative or procurement experience.

• Proficiency with Microsoft Office Suite – Excel, Word, etc.

• Strong attention to detail, organization, and follow-through.

• Excellent verbal and written communication skills.

• Valid driver’s license and access to a personal vehicle is required.

Qualifications and Education Requirements

·       Experience as an office administrator, office assistant, or relevant role.

·       Post-secondary education

·       Excellent knowledge of Microsoft Office Suite (Word, Excel, Outlook), and office management software (ERP etc.)

·       Exceptional organizational and time management skills.

·       Great attention to detail and high level of thoroughness.

·       Excellent written and verbal communication skills.

·       Great Customer Service Experience

About Fer-Pal Construction Ltd.:

Fer-Pal Construction  is an entrepreneurial leader in water main rehabilitation services in North America. With a 30-year award-winning history of ensuring clean and safe water for municipalities in Canada and the USA, Fer-Pal continues to grow rapidly because of our leading-edge team, innovative technology, and customer excellence.

This is an excellent opportunity to join a growing team and earn a competitive salary and additional rewards, including employer-paid health benefits, an RRSP contribution and matching program, in-house training, and potential career advancement. To learn more about the Fer-Pal and our employees’ experience, please view our YouTube channel at https://www.youtube.com/channel/UCCffDnkjn26EKAhXmGKoYnw>

Fer-Pal Company Mission:

FER-PAL would like to create a long-term, sustainable, continuously growing, well-managed business.

FER-PAL will remain the predominant player in pipe rehabilitation – now and in the future.

FER-PAL must create and sustain a culture that prizes safety, family, quality products, workmanship, innovation, high profitability, professionalism, and great customer service.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, Fer-Pal will provide a reasonable accommodation to employees and prospective employees to the point of undue hardship upon request and as required in respect of the individual’s particular restrictions and limitations. If you require specific accommodation because of a disability or a medical need, please advise us in your application.