Entry level administration Jobs in Carleton Place, ON

BUILD YOUR CAREER AT BLACK & MCDONALD

Black & McDonald is an integrated, multi trade service provider that safely delivers high quality construction, facilities management, and technical solutions. We are a family-owned and family-run company that employs thousands of highly skilled and talented professionals across North America. With 100 + years of diverse market experience, we are a forward thinking organization with a strong track record of delivering operational excellence and customer-focused solutions that stand the test of time.

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald's Facility Management & Operations team is expanding! We are seeking committed, collaborative professionals who are eager to contribute to a hardworking and innovative team. We currently have a Contract Compliance Coordinator position available in the Ashton, Ontario area.

The Contract Compliance Coordinator position typically reports directly to the Site Operations Manager or designate. This role will be responsible for ensuring all preventive maintenance and service-related activities are delivered in accordance with contract requirements, with a strong focus on execution quality, compliance, and operational coordination.

Responsibilities include but are not limited to:

• Maintain a thorough understanding of the contract and monitor compliance with all service requirements, deliverables, performance standards, and reporting obligations.
• Support the Site Operations Manager by tracking contract performance, identifying compliance risks, and escalating issues requiring corrective action.
• Manage the Computerized Maintenance Management System (CMMS), ensuring accurate and complete maintenance records.
• Coordinate preventive and corrective maintenance activities to support contractual service level requirements.
• Triage service calls, dispatch resources, and manage incoming work requests.
• Create, assign, monitor, and review work orders to ensure timely completion, quality documentation, and compliance with contractual requirements.
• Monitor Work in Progress (WIP), facilitate regular review meetings, and follow up on outstanding actions with operations personnel and subcontractors.
• Coordinate subcontractor and supplier activities, including scheduling, service delivery, prequalification requirements, and compliance documentation.
• Create and process Purchase Orders (POs), reconcile subcontractor and supplier invoices against approved POs, and receive goods and services in the Accounts Payable system.
• Compile, validate, and submit contract performance data, monthly client reports, and other required documentation while maintaining alignment between internal and client systems.
• Perform other administrative duties as required.

COMPETENCY REQUIREMENTS

• Change Orientation
• High Attention to Detail
• Communicates Effectively
• Continuous Learning
• Customer Focus
• Holds Self and Others Accountable
• Problem Solving and Innovation
• Teamwork and Collaboration
• Values and Respects Others
• Maximizes Business Performance and Team Effectiveness

EDUCATION REQUIREMENTS

• College diploma or university degree in Business Administration, Facilities Management, or a related field (or equivalent experience)
• Facilities Management or project management certifications (e.g., FMP, PMP) are considered assets

WORK EXPERIENCE REQUIREMENTS

• Minimum 2–3 years of experience in facility management, service coordination, or operations support roles
• Experience working within contract-based or KPI-driven environments is considered an asset

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• Strong written and verbal communication skills, with the ability to coordinate across multiple stakeholders
• Highly organized with demonstrated planning, scheduling, and prioritization capabilities
• Strong attention to detail with a focus on accuracy and compliance
• Ability to work independently in a fast-paced, multi-tasking environment
• Working knowledge of facility management or service delivery environments
• Proficient in Microsoft Office Suite and work order management systems (CMMS, JDE experience considered an asset)

Due to contractual requirements, candidates must be Canadian Citizens who are able to obtain and maintain a Secret clearance (Canadian Citizen with 10 years of continuous residency within Canada).

The expected salary range for this role is between $60,000 - $65,000 per year. The starting salary will be determined based on several factors such as the successful candidate's qualifications, including but not limited to education and experience. Base pay is one component of Black & McDonald's total rewards package. Total rewards vary by position and may include additional offerings such as group insurance benefits, pension plan, annual discretionary bonus, career development programs, and other HR programs.

Black & McDonald welcomes and encourages applications from persons with accessibility accommodation requirements. Accessibility accommodation is available upon request for candidates taking part in all aspects of the recruitment and selection process.

If you are an existing Black & McDonald employee, please notify your supervisor of your interest and intent to apply before applying.