Office Administrator and Bookkeeper

Job summary

Provide administrative and project operations support to the General Manager, Operations team, and Project Managers, including scheduling, documentation, reporting, office coordination, and customer communication. Manage bookkeeping and payroll administration, including payables, receivables, invoicing, reconciliations, financial records, and employee time records.

Job details

Position Summary Nawkaw Corporation is seeking an experienced Office Administrator & Bookkeeper to provide day-to-day administrative and operational support to our General Manager, Operations team, and Project Managers in our Mississauga office. This position helps keep projects, schedules, work orders, documentation, reporting, customer communication, and office activities organized and moving forward. The role also performs essential bookkeeping and payroll administration responsibilities, including accounts payable and receivable, invoicing, reconciliations, financial recordkeeping, and payroll support. Previous hands-on bookkeeping experience is required. The successful candidate will be highly organized, dependable, detail-oriented, and comfortable managing multiple priorities in a fast-paced construction environment. Strong follow-through, sound judgment, and the ability to work independently while supporting a busy team are essential. Key Responsibilities Construction Operations & Project Support Provide administrative support to the Operations team and Project Managers. Maintain the Master Schedule, including crew scheduling, work order status, budgeted hours, project status, and related timekeeping information. Track project progress and coordinate with Project Managers and team members to obtain required updates, documents, and information. Support scheduling, forecasting, weekly Operations reporting, and other recurring operational reports. Prepare and maintain project documentation, including Pre-Mobilization, Lessons Learned, signed work orders, warranties, and job files. Process sample work orders and track project milestones needed for invoicing. Assist Project Managers with equipment orders, travel arrangements, and other administrative needs. Coordinate shipping and receiving and maintain vehicle records and registrations. Assist with recurring company, industry, and regulatory reporting as assigned. Office Administration & Management Support Maintain an organized and efficient office environment, including supplies, vendors, mail, shipping/receiving, and office records. Prepare and update spreadsheets, reports, presentations, and other management support materials. Assist with calendars, meetings, reminders, filing, and administrative follow-up. Provide ongoing administrative support to the General Manager, Operations leadership, Project Managers, and broader team. Track outstanding administrative items and follow through to help ensure deadlines, commitments, and required documentation are completed. Customer & Team Support Serve as an administrative point of contact for customers, vendors, employees, and internal staff. Receive and direct calls, emails, mail, and routine inquiries to the appropriate team member. Support communication between customers and Project Managers and assist with routine project-related questions. Follow up on outstanding administrative items and maintain timely, professional communication with internal and external contacts. Bookkeeping & Accounting Administration Manage day-to-day accounts payable and accounts receivable, including vendor invoices, customer payments, and collections support. Prepare and process customer invoices, progress billings, deposits, and pay applications. Maintain accurate financial records in QuickBooks, including customer payments, credit card activity, per diems, expense reimbursements, intercompany transactions, and journal entries. Complete regular bank and credit card reconciliations and ensure expenses are properly coded to the appropriate job or account. Coordinate with Project Managers to obtain information needed for accurate and timely invoicing. Maintain organized financial documentation and assist management and external accounting resources with reports and account research. Identify and follow up on discrepancies, missing documentation, or incorrect entries through resolution. Payroll & Employee Administration Review employee time records and prepare payroll information accurately and according to established deadlines. Coordinate with the external payroll provider and assist with payroll questions or discrepancies as needed. Maintain employee safety training and certification records and related administrative documentation. Required Qualifications Minimum 3 years of office administration, operations support, project administration, or similar experience, including at least 2 years of hands-on bookkeeping experience. Strong organizational, communication, and problem-solving skills with excellent attention to detail and follow-through. Ability to work independently, manage multiple priorities and deadlines, obtain needed information from others, and follow outstanding items through to completion. Experience with accounts payable, accounts receivable, invoicing, reconciliations, and posting financial transactions. Working knowledge of bookkeeping and basic accounting principles. Experience with accounting software; QuickBooks strongly preferred. Experience with payroll processing or payroll administration. Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint. Ability to maintain confidentiality when handling financial, payroll, employee, and customer information. Preferred Qualifications Experience supporting managers, Project Managers, field operations, construction, contracting, field services, or another project-based business. Familiarity with construction invoicing, progress billings, pay applications, or job costing. Experience with scheduling/timekeeping systems and CRM software such as Salesforce. Post-secondary diploma, certificate, or degree in Accounting, Bookkeeping, Business Administration, Office Administration, or a related field. Equivalent work experience will also be considered. Work Conditions Full-time, Monday to Friday. In-office position at our Mississauga location. This position is not remote. Work is performed in a busy construction office supporting both office and field operations. Priorities may shift based on project schedules and operational needs. Travel is negligible. Occasional lifting of office supplies, samples, packages, or similar materials may be required. Compensation & Benefits CA$62,000–CA$68,000 per year, based on experience and qualifications. Extended health care. Dental care. Life insurance. Disability insurance. Paid time off. On-site parking. Casual dress. Opportunities for professional growth. Accessibility Nawkaw Corporation is committed to an accessible recruitment process. Accommodations are available upon request for applicants participating in all aspects of the recruitment and selection process. Artificial Intelligence Disclosure Nawkaw Corporation does not use artificial intelligence to screen, assess, or select applicants for this position. We invite qualified candidates to apply. Take a few minutes to complete our Culture Index Survey to help us better understand how you work and fit within our team. Complete the Survey Here: https://go.cultureindex.com/p/8hBDCRqy8hqbEkw Join a company whose work is inspired by art and science and help our sales team deliver a professional, responsive experience for customers.

What you’ll do

Provide administrative and project operations support to the General Manager, Operations team, and Project Managers, including scheduling, documentation, reporting, office coordination, and customer communication. Manage bookkeeping and payroll administration, including payables, receivables, invoicing, reconciliations, financial records, and employee time records.

Requirements

Requires at least three years of office administration, operations support, or project administration experience, including at least two years of hands-on bookkeeping experience. Candidates need experience with payables, receivables, invoicing, reconciliations, financial transactions, payroll administration, accounting software (QuickBooks preferred), and Microsoft Office; construction or project-based business experience is preferred.

Benefits

• Extended Health Care • Dental Care • Life Insurance • Disability Insurance • Paid Time Off • On-Site Parking • Casual Dress • Professional Growth Opportunities

Listed skills

• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Accounts receivable · Preferred
• Office Administration · Preferred
• scheduling · Preferred
• invoicing · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Bookkeeping
• Accounts Payable
• Accounts Receivable
• Invoicing
• Bank Reconciliation
• Payroll Administration
• QuickBooks
• Microsoft Excel
• Project Administration
• Scheduling
• Financial Recordkeeping
• Customer Communication
• Timekeeping
• Attention to Detail
• Confidentiality

Job areas

• Administrative
• Finance & Accounting
• Construction
• Customer Service & Support
• Logistics