Webber– Administrative Assistant – Infrastructure management, Ahuntsic North

Job Description The Office Administrative Assistant is instrumental in supporting the company’s administrative, operational, playing a pivotal role in ensuring the smooth execution of daily activities. This role demands a high level of efficiency in finance functions, document management expertise, and human resources support, closely mirroring the responsibilities of the Office Manager but tailored to the assistant level. The assistant will act as a liaison, facilitating communication between departments, supporting the management team, and ensuring that office operations are conducted in compliance with company policies and legal standards.

Primary Duties and Responsibilities

Administrative Leadership: Provide comprehensive administrative support to the management team, including but not limited to scheduling meetings, managing calendars, and organizing company events.

HR and Payroll Support: Assist in various human resources functions such as processing new hire paperwork, supporting payroll operations, and coordinating benefits enrollment. Facilitate the new employee orientation process and contribute to the implementation of HR policies.

Document Control and Compliance: Take charge of financial documents management, ensuring all paperwork is accurately filed, easily accessible, and compliant with legal requirements. Assist in preparing and reviewing reports and presentations as required.

Procurement and Inventory Management: Oversee the procurement of office supplies and equipment, manage vendor relationships, and maintain accurate inventory records to ensure the office is well‑stocked and operational needs are met.

Financial Administration: Support financial administration tasks, including invoice processing, expense report management, and reconciliation of accounts payable and receivable.

Safety and Maintenance: Contribute to the maintenance of a safe and healthy work environment by participating in safety initiatives and ensuring that office equipment and facilities are maintained to high standards.

Client and Staff Relations: Act as a key point of contact for clients and staff, providing exceptional service and support to foster a positive and productive office environment.

Operational Support: Play a key role in operational planning and execution, including participation in strategic meetings, supporting project management activities, and ensuring efficient office operations.

Responds to urgent inquiries, coordinating timely assistance as needed.

Required to be available for as needed for overtime.

All other duties as assigned.

Knowledge, Skills&Abilities

Advanced proficiency in Microsoft Office applications and a strong ability to adapt to new software and technology.

Exceptional organizational, time management, and prioritization skills, with a proven ability to manage multiple tasks simultaneously.

Strong interpersonal and communication skills, capable of effectively interacting with individuals at all organizational levels.

A high degree of professionalism and the ability to handle confidential information with the utmost discretion.

Demonstrated problem‑solving skills and the ability to work independently as well as part of a team.

A strong understanding of business operations, human resources management, and financial processes.

Education and Experience

HS Diploma or GED (Required)

Minimum 3 to 5 years’ experience in office administration / customer relations (Required)

Excellent knowledge of MS Office, including Word, Excel, Power Point and Outlook (Required)

Driver’s License with good driving record (Required)

Great communication and interpersonal skills.

Ability to identify inefficient practices and develop best practice solutions.

SAP experience strongly preferred.

Work Conditions/Physical Demands

Regularly required to sit for extended periods.

Occasionally required to stand and walk for brief periods.

Frequent use of hands and fingers for handling or feeling and reaching with hands and arms.

Must have good vision for close work, distance viewing, color differentiation, and focusing adjustments.

Work Environment

Primarily an office setting.

Typically experiences a moderate noise level.

Equal Opportunity Employer Statement Webber and its companies (e.g. Webber, LLC, Webber Waterworks, LLC, Webber Infrastructure Management, Canada Limited, Ferrovial Webber Energy, LLC) are equal opportunity employers committed to diversity and inclusion. We encourage applications from all qualified candidates, including those with disabilities. We will accommodate applicants’ needs, upon request, throughout all stages of the recruitment process. Please inform us of the accommodation(s) you may require; information received relating to accommodation will be addressed confidentially.

Webber, a Ferrovial company, and its group of companies are equal‑opportunity employers. We treat all job applications equally, regardless of gender, color, race, ethnicity, religion, national origin, age, disability, pregnancy, sexual orientation, gender identity and expression, covered veteran status or protected genetic information (each, a “Protected Class”), or any other protected class in accordance with applicable laws.

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