Job Description

Administrative Assistant - CDMC

Business Unit: Contractor Directed Maintenance Contract (CDMC)

The Opportunity

Fowler Construction is seeking a detail-oriented

Administrative Assistant

to support CDMC operations through accurate reporting, contract administration, payroll coordination, and financial tracking. This role plays a key part in ensuring contract compliance, information flow between field and office teams, and timely submission of documentation required by the Ministry and internal stakeholders.

Key Responsibilities

Provide administrative support to CDMC Management, ensuring contract documentation, records, and reporting requirements are completed accurately and on time. Coordinate and track incident reports, patrol diaries, and contract-required submissions, ensuring compliance with specifications and deadlines. Support contract administration through data entry, quantity tracking, and information management using applicable software systems. Assist with payroll administration, including data entry, verification, and facilitation of corrections. Prepare invoices, track time and materials, process holdbacks, and support AP/AR entries related to CDMC operations. Monitor aging reports and follow up on outstanding items to support financial accuracy and cash flow. Support fleet and equipment administration by ensuring coding, documentation, and reporting requirements are met. Maintain professional communication with Ministry representatives, field staff, and the public, responding to inquiries and complaints in a timely and courteous manner. Facilitate correspondence and information flow between office staff, field teams, and contract administrators. Organize, distribute, and file documentation in accordance with company and contract standards. Perform additional administrative duties as assigned to support operational efficiency.

Qualifications

Strong proficiency in Microsoft Office (Word, Excel, PowerPoint). Accounting or financial administration experience considered an asset. Excellent written and verbal communication skills. Strong organizational skills with the ability to prioritize, multitask, and manage deadlines. Self-motivated, detail-oriented, and able to work independently in a fast-paced environment. Adaptable to new technology and evolving processes. Valid driver's license required.

Work Conditions

Occasional travel to sites may be required. Regular interaction with employees, management, Ministry representatives, and the public. Extended periods of sitting and computer-based work. Weekend or statutory holiday work may be required to support payroll or contract deadlines.
Fowler Construction is an equal opportunity employer committed to diversity and inclusion. Accommodations are available upon request during the hiring process.

Job Types: Full-time, Permanent

Expected hours: 40 per week

Work Location: In person