Site Administrator

Job Description

The Site Administrator is a key member of the construction team, responsible for ensuring smooth and efficient administrative, logistical, and financial operations on-site. This role is central to coordinating material deliveries, managing procurement processes, tracking workforce attendance, and supporting accurate budget control. Acting as the primary liaison between suppliers, procurement, and finance teams, the Site Administrator ensures that all site activities are executed on time and to the highest standards.

The salary range for this position is $65,000 CAD - $75,000 CAD, plus additional benefits.

Key Responsibilities:

Delivery & Document Management

• Receive and verify materials and equipment upon arrival.
• Ensure compliance with delivery specifications (quantity, quality, and deadlines).
• Maintain an accurate and up-to-date delivery log.
• Communicate discrepancies or delays promptly to relevant stakeholders.
• Manage paper documentation such as DABs, equipment logs, delivery tickets, permits and toolbox talks.
• Coordinate site access, security passes, and onboarding for workers and subcontractors.
• Maintain records of trainings and certifications such as WHMIS and Working at Heights.
• Support project managers and site superintendents with administrative tasks such as onboarding, orientation and training.
• Support other Site Administrators with taking and distributing meeting minutes, as well as providing daily updates to senior leadership on project progress.

Order Management

• Place and manage orders based on site requirements.
• Monitor delivery timelines and proactively follow up with suppliers.
• Maintain organized records of purchase orders and delivery documentation.
• Collaborate closely with procurement and site management teams.
• Manage office supplies, equipment and general site office organization.
• Partner with Communications team to support with coordinating logistics such as catering orders, attendance tracking and other site specific coordination as required.

Time Tracking

• Collect and review daily attendance sheets.
• Accurately input working hours into tracking systems.
• Identify and report discrepancies or absences to HR for resolution.

Financial Coordination

• Allocate costs to appropriate budget lines.
• Prepare monthly accruals for goods and services received but not yet invoiced.
• Partner with Finance teams to ensure precise cost forecasting and budget adherence.
• Support Finance team by prioritizing invoice processing and backlog.

Qualifications

• Diploma or degree in Construction Management, Civil Engineering, Business Administration, or related field is an asset.
• Previous experience in construction management or site operations.
• Proficiency in MS Office Suite (Excel, Word, Outlook).
• Strong communication, interpersonal, and problem-solving skills.
• Ability to multitask and prioritize effectively.
• Power BI Report Knowledge is an asset.
• Previous experience in system/ERP management is an asset.

Additional Information

What We Offer

• Competitive Salary
• Comprehensive Benefits Package:
  • Disability Insurance
  • Dental Insurance
  • Extended medical insurance
  • (Optional) RRSP matching
  • Discretionary Bonus

Why OTG?

Welcome to Ontario Transit Group (OTG), located in the heart of Downtown Toronto, where diversity and passion collide. As we work on the groundbreaking Ontario Line project, we prioritize fostering a positive culture. Join us and be part of a team that celebrates our employees, organizes family events, and promotes health and wellness initiatives. Our commitment to personal and professional growth means annual performance reviews, salary increases, comprehensive health benefits, generous RRSP matching, industry education support, and career development opportunities.

OTG uses artificial intelligence (AI) tools as part of the applicant screening process. However, applications are reviewed by a member of our Recruitment team to ensure a fair and thorough assessment.

At OTG, we embrace diversity, recognizing that it strengthens us as a team and as a company. We are an equal-opportunity employer, encouraging applications from all interested candidates. We value Indigenous people, racialized people, neurodivergent people, people with disabilities, and individuals from gender and sexually diverse communities with intersectional identities. Reasonable accommodations are available upon request for people with disabilities.

If you're ready to be part of our dynamic team in one of the world's most diverse cities, don't wait any longer—apply now!

While we appreciate your interest, only selected candidates will be contacted for interviews. Please note that we do not accept agency submissions.