Introduction & Key Role Objectives

WJ Groundwater is the leading construction dewatering and groundwater specialist in the UK with operations in Canada, the Middle East, Poland & the Philippines. We have specialized plant and equipment that allows us to install custom dewatering systems in various environments including from within tunnels and shafts and from the surface.

The primary purpose of this role is to coordinate office operations and provide administrative support to the Management Team, ensuring the efficient and smooth running of daily office activities.

We are dedicated to fostering the growth and development of our employees. We provide extensive internal and external training programs, continuous learning opportunities, and clear career advancement paths to help our team members achieve their full potential. By promoting a supportive and dynamic environment, we ensure our employees thrive and contribute to our company's ongoing success and innovation.

Reports to Finance Manager

Key Areas of Responsibility

• Answer, screen and direct phone calls, taking detailed and accurate messages when necessary
• Open, sort, and distribute incoming mail daily, including emails sent to the general mailbox
• Manage all deliveries, incoming and outgoing including couriers and deliveries, compiling shipping invoices for export when necessary
• Manage parking ticket records
• Liaise with insurance providers to ensure coverage
• Plan and organize company events
• Process purchase orders on accounts system, and match up packing slips
• Schedule meeting room, organize lunch and refreshments, and clean after use
• Conduct weekly stationery inventories to maintain stock levels, order suppliers as needed, and research new deals and suppliers
• Serve as the main contact for mobile phone issues, maintaining contact lists and records while ordering new phones when necessary
• Develop and maintain filing systems, making labels and folders including archiving
• Book flights, accommodation, travel arrangements and update staff movements spreadsheet
• Manage the development and maintenance of the office facilities, equipment and consumables
• Complete client questionnaires and credit applications for suppliers
• Provide support of basic finance tasks, as needed

The above is not exhaustive, and you will be expected to undertake other duties which may reasonably fall within the level of responsibility and competence

Qualifications & Experience

• A motivated and hardworking individual with good written and communication skills is essential.
• College diploma or equivalent; background in accounting or finance is an asset.
• Highly organized with excellent prioritization abilities.
• Proactive and self-motivated, consistently seeking ways to improve processes without waiting for direction.
• Adaptable to change.
• A strong team player.
• Trustworthy and reliable.
• Proficient in Microsoft Office 365, predominantly Outlook, Word and Excel.

Working Conditions

This role is primarily office-based at our Toronto office. Standard working hours are Monday to Friday, 8:00 AM to 5:00 PM, with a one-hour lunch break. Occasional flexibility in working hours may be required.

We are a dog-friendly office with an office dog, a Labrador Retriever named Rhubarb.