Construction Office Administrator (Whitby)

Office Administrator – Residential Construction Company Overview DeNoble Homes is a reputable residential construction company committed to delivering high-quality homes and exceptional customer service. We take pride in our craftsmanship, professionalism, and attention to detail throughout every stage of the homebuilding process. We are currently seeking a highly organized, motivated, and professional Office Administrator to support the daily operations of our office and active construction projects. Position Summary The Office Administrator plays a key role in supporting the administrative and operational functions of the company. This position requires strong organizational skills, attention to detail, and the ability to effectively manage multiple priorities in a quick-paced construction environment. The successful candidate will work closely with Project Managers, Site Supervisors, homeowners, trades, and suppliers to help ensure projects run efficiently and communication remains seamless. The ideal candidate is confident working independently while also being responsive to daily direction and delegation from management. Experience within the residential construction industry is considered a strong asset. Key ResponsibilitiesAdministrative & Office Operations - Manage day-to-day office operations, including answering phones, responding to emails, handling mail, and maintaining office organization. - Maintain accurate and organized filing systems for contracts, permits, Tarion warranty documentation, WSIB records, safety documentation, invoicing, banking records, and other company files. - Organize and maintain digital shared folders for Project Managers and Site Supervisors. - Prepare reports, correspondence, and project-related documentation as required. - Assist with the management and administration of active rental properties. - Support company social media and online presence, including the company website, Instagram, Facebook, and Google profiles. - Maintain office cleanliness and coordinate office supply inventory and ordering. Project Coordination - Support Project Managers and Site Supervisors with scheduling and coordination of residential construction projects. - Track project timelines, update project calendars, and assist with project documentation management. - Provide regular progress updates to Project Managers and Site Supervisors to help ensure project milestones are achieved. - Coordinate inspections with the Town of Whitby and local Fire Department. Client & Purchaser Communication - Act as a professional point of contact for clients, homeowners, and prospective purchasers. - Respond to inquiries and provide timely project updates. - Facilitate communication between office staff, construction teams, trades, suppliers, and homeowners. - Coordinate purchaser closeout documentation on behalf of the Project Manager. - Assist with post-closing communication between homeowners, Tarion, and the Project Manager. Financial Administration - Manage invoicing, expense tracking, payroll support, and accounts administration. - Maintain accurate financial records related to company operations and project expenses. - Assist with HST tracking, tax remittances, and general bookkeeping functions. - Support WSIB account administration and reporting. - Perform bank account reconciliations and financial data entry. Vendor & Supplier Coordination - Coordinate with suppliers and vendors to ensure timely delivery of materials and services. - Obtain estimates and pricing information for Project Managers. - Communicate scheduling updates and delivery timelines to project teams. Qualifications - Proven experience in an Office Administrator or similar administrative role. - Strong organizational, multitasking, and time-management skills. - Excellent verbal and written communication skills. - High attention to detail and ability to maintain accurate records. - Proficiency in Microsoft Office Suite (Word, Excel, Outlook). - Strong working knowledge of QuickBooks is required. - Ability to work independently while providing regular updates to management. - Experience in residential construction or a related industry is considered an asset. Education & Experience - Minimum high school diploma required. - Additional administrative, accounting, or construction-related education/certifications are considered an asset. - Previous experience in residential construction or property management preferred. Work Environment - This is a full-time, in-office position. - Remote or hybrid work arrangements are not available for this role. How to Apply If you are a motivated and detail-oriented professional looking to join a growing residential construction company, we encourage you to apply. Please submit your resume and cover letter outlining your relevant experience to: (905) 449-3878 Application Deadline: May 27, 2026 DeNoble Homes is an equal opportunity employer. We welcome and encourage applications from candidates of all backgrounds. Only those selected for an interview will be contacted. Job Type: Part-time Pay: $25.00 per hour Flexible language requirement: - French not required Experience: - Construction administrative: 2 years (preferred) Work Location: In person Apply on Kit Job: kitjob.ca/job/2nxxpf