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About the Role

The Administrative Assistant is located in Toronto and typically reports directly to the Facility Manager. Duties and responsibilities include but are not limited to: entering timesheets, processing expenses, and maintaining document controls.

Responsibilities

• Enter timesheets, process expenses, and maintain document controls
• Implement inventory procedures and manage ordering, returns, and stock levels
• Coordinate vendor relations and process invoices and purchase orders
• Assist in proposal preparation and support change order documentation
• Manage and maintain customer inventory control systems (e.g., WASP)
• Monitor inventory losses and support loss-prevention initiatives
• Maintain office supplies, equipment servicing, and administrative systems
• Prepare reports and support compliance with health, safety, and regulatory standards
• Schedule facility usage, vendor services, and internal coordination
• Monitor work order compliance through the CMMS system
• Track subcontractor purchase orders and liaise with legal for approvals
• Maintain and update electronic and manual databases, mailing lists, and inventories
• Support audits and inspections by organizing required documentation
• Coordinate internal communications and respond to facility-related inquiries
• Perform other administrative duties as required to support operations

Requirements

• 5 years in an office environment in an administrative role
• 1-2 years of experience in inventory control or equivalent
• Experience in the construction sector is considered an asset
• Valid Ontario “G” Driver’s License is required

Skills

• Organization and time management
• Work well under pressure
• Meet all deadlines
• Ability to multitask
• MS Office (Word, Excel, Project)
• JD Edwards or an Oracle-based ERP system considered an asset
• Knowledge of an Inventory Management Software is an Asset (WASP, Fishbowl, or inflow, etc.)

Location

• Downtown Toronto, ON

Work Type

• Contract

Experience Level

• 5 years in an office environment
• 1-2 years of experience in inventory control

Education Level

• High School Diploma
• Degree or Diploma in Office Administration or related would be considered an asset

Salary/Compensations

• $60,000 - $65,000 per year

Benefits

• group insurance benefits
• pension plan
• annual discretionary bonus
• career development programs
• other HR programs

About the Company

• Black & McDonald is an integrated, multi‑trade service provider that safely delivers high quality construction, facilities management, and technical solutions.
• We are a family-owned and family-run company that employs thousands of highly skilled and talented professionals across North America.
• With 100 years of diverse market experience, we are a forward‑thinking organization with a strong track record of delivering operational excellence and customer-focused solutions that stand the test of time.

Equal Opportunity

• Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.