Business Support & Administrative Coordinator - Fulltime

About Teraflex

Teraflex is on a mission to become Ottawa's top-performing electrical utility contractor — and we are gaining serious momentum. With strong backing from our owners, industry leaders OEC and Envari Construction Holdings, we have laid the foundation for rapid growth. Now, we are looking for a detail-oriented Business Support and Administrative Coordinator to ensure our operations run smoothly behind the scenes.

This is a critical support role that keeps our entire organization functioning at its best. You will be the backbone of our office operations, working directly with project teams, management, and field crews to deliver exceptional service to our clients. If you thrive in a fast-paced environment and take pride in keeping things organized and efficient, we want to meet you.

What You’ll OwnOffice Operations Excellence

• Manage daily office administration to ensure business effectiveness and efficiency
• Maintain high visibility and approachability to foster positive employee relations
• Handle all general administrative duties including greeting guests, managing correspondence, phone systems, and mail/courier services
• Coordinate with sub-contractors, clients, and project managers to resolve inquiries and discrepancies
• Ensure confidential data and information is handled securely and sensitively
  
  

Financial and Accounting Support

• Process accounts payable invoices, including coding and data entry
• Match invoices to packing slips and purchase orders for accuracy
• Scan and upload invoices to ERP system
• Verify supplier statements against Teraflex records
• Audit invoices against purchase orders and budgets for cost accounting
• Reconcile P-Card transactions monthly
• Access daily construction reports and maintain ticket tracking systems
  
  

Field and Operations Support

• Maintain employee training records and certificates on online H&S platforms
• Keep training matrix current and identify upcoming certification renewals
• Book recertification training as required
• Maintain client online H&S platforms (ISNetworld, Cognibox) to ensure approved status
• Ensure subcontractors maintain compliance status and request documentation as needed
• Process and submit weekly timesheets and expense receipts
• Manage vacation records and coordinate field employee clothing orders
• Maintain fleet vehicle binders and documentation
  
  

What You Bring

• College or University degree in business, management, business administration, or related field preferred
• Minimum 2 years of general administrative experience in a fast-paced, dynamic environment
• Previous construction industry experience is a strong asset
• Valid Class 'G' Ontario driver's license with excellent driving record
• Bilingual in written and oral French is an asset
  
  

You’re a Fit if You…

Work flexibly when required and maintain a proactive attitude

Bring high professionalism, dependability, and strong initiative

Excel at interpersonal and communication skills at all organizational levels

Stay organized with keen attention to detail in demanding environments

Remain calm and effective in high-stress situations

Master advanced computer skills including Microsoft Office Suite, email systems, and web-based technology

Deliver excellent customer service with strong conflict resolution abilities

Demonstrate sound judgment and decision-making skills with appropriate discretion

Handle confidential information with tact and diplomacy

Why Join Teraflex?

• Growth at Your Fingertips: Be part of a company that's scaling rapidly and help build the systems that support our expansion
• Critical Impact: Your work directly enables our field teams and project managers to deliver exceptional results
• Collaborative Environment: Work closely with all departments and levels of employees in a supportive team setting
• Professional Development: Gain exposure to construction operations, financial systems, and safety compliance in a growing company
  
  

Teraflex Limited is an Equal Opportunity Employer.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Teraflex Limited will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources staff of the nature of any accommodation(s) that you may require.