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Role overview

VINCI Construction Grands Projets Canada, part of the VINCI Group and active in major civil engineering and building projects across Canada, is recruiting an Administrative Officer for the Pickering Nuclear Generating Station Refurbishment Program. The project focuses on designing and building a new deep-water intake in Lake Ontario to strengthen the plant’s cooling system. The works include a 5 km tunnel to be constructed with a pressurized slurry TBM of 10.15 m diameter, two vertical shafts, and an offshore modular intake structure placed on the lake bed.

This assignment is notable for its location near an active nuclear facility, which means safety, planning, and coordination standards must be followed with exceptional rigour.

What the job involves

You will provide day-to-day administrative support to project teams and help keep office, HR, finance, and procurement workflows running efficiently. The position calls for a highly organized and proactive professional who can manage multiple priorities and support operational tasks across several functions.

HR and administrative support

Track employee timesheets carefully to ensure they are accurate, complete, submitted on time, and assigned to the correct cost codes.
Monitor compliance with timesheet deadlines and follow up with teams when submissions are missing or incomplete.
Coordinate onboarding for new hires, including orientation sessions with HSE and document control teams.
Handle background check requests and OPG or equivalent compliance documentation.
Arrange company car coordination when needed.
Organize travel and mission logistics such as flights, accommodation, local transport, and related planning.
Support setup of IT equipment, including laptops, phones, and access credentials.

Invoicing and procurement support

Gather and prepare supporting documents needed for client invoicing, based on invoicing details provided by the cost control manager.
Make sure billing files are complete, accurate, and aligned with contract terms.
Work with team members to collect backup documentation such as timesheets, approvals, and expense records.
Carry out and oversee receipt posting for goods and services in the procurement system so deliveries are properly confirmed.
Collect delivery notes or service completion forms to support system receipt entries.
Assist with invoice matching by comparing supplier invoices against purchase orders and receipts.
Follow up on mismatches or missing information with suppliers and internal stakeholders.

Office management

Maintain office supplies such as stationery and consumables.
Place recurring orders for items like coffee and kitchen supplies.
Help keep the workplace orderly and ensure smooth everyday office operations.

Profile and qualifications

The ideal candidate holds a diploma in Accounting, Office Administration, Human Resources, or a similar field. A minimum of 3 years’ experience is required, preferably in a construction project environment.

You should be highly organized, capable of handling several tasks at once, detail-oriented, and comfortable following structured processes. Strong communication skills, a collaborative attitude, and the ability to work independently while prioritizing effectively are also important. Basic familiarity with administrative, HR, procurement, or accounting processes is considered an advantage. Proficiency in Microsoft Office tools, especially Excel, Word, and Outlook, is expected.

Compensation and benefits

Annual gross salary between CAD 50,000 and CAD 60,000, depending on experience and profile.
4 vacation weeks plus 3 paid emergency or sickness days.
Annual bonus.
Group health insurance with premium participation, including access to a virtual healthcare system.
Opportunities for career growth and development.
An inclusive, multicultural work environment.
A challenging and attractive project environment.

About the employer

VINCI Construction Grands Projets Canada is a subsidiary of the VINCI Group and is involved in large-scale construction and civil engineering work across Canada. Its headquarters are in Montréal, Québec. The company is currently engaged in three major Ontario projects worth several billion Canadian dollars, including a subway line south in Toronto with tunnel and station works, and the Confederation Line extension in Ottawa covering light rail infrastructure, cut-and-cover tunnels, engineering structures, stations, and a maintenance facility.

Location

The position is based in Pickering, Ontario, Canada, within the Greater Toronto Area.

Administrative Officer