The Role
Provides office administration and insurance, bonding, fleet, billing, and CCIP/OCIP program support for Canadian and U.S. branches. Responsibilities include preparing prequalification submissions, maintaining bond and insurance records, coordinating payments and renewals, reconciling statements and reports, supporting payroll reporting, coordinating audits, and completing general administrative tasks. The role requires strong organization, Excel proficiency, accuracy, and the ability to manage competing deadlines in a construction environment.
Summary Generated by Built In
At Flynn, it's not just a job, it's a career
Job Title: Office Administrator
Location: Mississauga, ON
Employment Type: Office, Salary, Contract (12 Months)
Job Functions: Office Administration
Industry: Building Envelope Construction
Salary: $48,000 - $58,000/year (12-Month Contract Role)
Responsibilities:
- Review and prepare prequalification submissions for US branches and provide relevant information to demonstrate company strength and ability related to safety, project references and financial information.
- Liaise with the branches across the US to gather and share best practices and project details for use in prequalification questionnaires.
- Gather & update prequalification data sheet annually.
- Review, log and coordinate payments of infraction fines issued related to Fleet.
- Review and coordinate requests related to Insurance and Bonds for Canada and US branches and distribute Bonds and Insurance Certificates.
- Maintain logs for bonds issued for Canada and US, validating calculation and costs.
- Administer payments for various billings through Perceptive platform, allocating coding as applicable.
- Reconcile monthly statements for outstanding payment of Insurance and Bonds billings;
- Reconcile and provide progress report for all Bonds issued for Canada and US on a monthly and quarterly basis for reporting purposes.
- Annual renewal of Insurance Certificates for Canada and US; includes coordination and distribution of required renewals.
- Receive requests from US branches to enroll applicable projects into CCIP/OCIP programs;
- Provide insurance cost worksheet for approval related to CCIP/OCIP projects.
- Reconcile internal monthly WC/GL Exempt Reports to ensure all CCIP/OCIP projects are included.
- Provide monthly payroll reports using various platforms as applicable related to CCIP/OCIP projects.
- Coordinate internal and 3rd party audits as required for CCIP/OCIP projects.
- General Administration as required, includes data entry, filing, letters, etc.
Qualifications:
- Minimum of 2 years’ experience in an administrative role; Construction environment considered a strong asset.
- Knowledge of COI (certificates of insurance) and surety administration.
- Invoicing experience is considered an asset.
- Must be organized and self-motivated with a sense of urgency.
- Able to prioritize competing deadlines and manage a high-volume workload efficiently.
- Courteous, professional, and customer service oriented.
- Proficiency with Microsoft Office Suite and web-based software.
- Intermediate Microsoft Excel knowledge is required (VLOOKUP, Macros, Pivot Tables etc.).
What We Offer:
- Company perks and discounts.
- On-going career development courses and programs through our in-house Flynn University
- Develop life skills by learning and growing both personally and professionally.
- Work on projects of various sizes and complexities.
- Company subsidized in-house cafeteria and on-site gym.
- Free parking.
CANRO
#LI-JH1
Flynn Group of Companies is the leading trade contractor in North America that works on virtually every aspect of a building’s outer layer, including Roofing, Glazing, Waterproofing, and Architectural Metals. The foundation of our award winning success is having the right people on our team.
Disclosure: We use an AI-powered system to initially screen resumes. However, all applications/resumes are also reviewed by our team of Human Resources and Talent Acquisition Professionals to ensure a fair and thorough evaluation in determining a candidate’s potential fit for a role they applied to.
This posting is for an existing vacancy within the organization.
Skills Required
- At least 2 years of experience in an administrative role
- Knowledge of certificates of insurance and surety administration
- Ability to organize and prioritize competing deadlines in a high-volume workload
- Professional, courteous, and customer-service-oriented approach
- Proficiency with Microsoft Office Suite and web-based software
- Intermediate Microsoft Excel knowledge, including VLOOKUP, macros, and pivot tables
- Construction experience
- Invoicing experience
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The Company
What We Do
Flynn Group of Companies is a leading North American building envelope trade contractor established in 1978. They specialize in institutional, commercial, and industrial construction, providing services such as roofing systems, glazing, curtain walls, architectural metals, and waterproofing. With over 6,000 employees across 35 locations, they focus on safety, operational excellence, and innovative building solutions to meet the complex needs of the modern construction marketplace.
