Office Manger Job Details | Aecon

Come Build Your Career at Aecon!

As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

At Aecon, you can count on:

• Safety Always. Our number one core value. If we cant do it safely, we dont do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. Were passionate about delivering on our commitments.
• Inclusion. We provide equitable opportunities for everyone.

We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us!

At Aecon we:

• Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being.
• Believe in helping you build your career through our Aecon University and Leadership Programs.
• Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
• Are a leader in sustainable construction. With a strong commitment to operating responsibly by minimizing our impact on the environment and surrounding communities.

Our business success relies on strong execution and continuous improvement driven by the diversity, expertise and teamwork of our people. Were always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!

What Is the Opportunity?

Reporting to the Senior Director, New Nuclear Development, the Office Manager provides administrative and operational support to the New Nuclear Development team. The role handles a broad range of administrative, financial, and coordination tasks, including confidential matters, and requires strong organization, sound judgment, and the ability to work independently. The position may support multiple managers or departments.

What Youll Do Here:

Reception and Front Office

• Serve as the first point of contact for visitors, suppliers, and general inquiries
• Support visitors and new employees
• Manage visitor signin and notify employees of arrivals
• Receive and route phone, email, and written messages
• Monitor and report security concerns

Mail and Courier Services

• Receive, distribute, and coordinate internal and external mail
• Sign for courier deliveries and maintain tracking logs
• Prepare outgoing courier shipments
• Order courier supplies as required

Information and Access Management

• Maintain employee in/out logs
• Support evacuation procedures using in/out logs during emergencies
• Update employee contact lists and coordinate with Nuclear Head Office
• Maintain the Global Address Book and project distribution lists

Office Administration

• Support Business Development with prequalification documentation
• Coordinate property management and office setup for new facilities
• Maintain office condition and coordinate repairs
• Ensure invoices are processed and paid on time
• Prepare presentations, meeting agendas, minutes, and documentation
• Order promotional materials and office supplies
• Manage office inventory (supplies, coffee, etc.)

Project and Team Support

• Maintain filing systems and SharePoint security access
• Create and update organizational charts
• Manage calendars, schedule meetings, and arrange catering
• Support project initiatives and internal programs
• Assist with planning and coordination of company and team events

Travel and Expenses

• Arrange travel for employees
• Prepare and submit expense reports through Concur
• Maintain travel profiles and documentation
• Coordinate conference and event registrations

Other Duties

• Provide general administrative support to managers and employees
• Coordinate onboarding logistics for new employees
• Recommend and implement improvements to administrative processes
• Perform additional duties as assigned

What You Bring the Table:

• Minimum 5 years of administrative or executive support experience
• High school diploma required
• Proficiency with Microsoft Office (Word, Outlook, Excel, Teams)
• Working knowledge of office procedures and filing systems
• SAP experience an asset
• Strong communication and customer service skills
• Ability to handle confidential information with discretion
• Strong organizational, planning, and prioritization skills
• Flexible and able to adapt to changing priorities

Reason for vacancy: New

Pay Range: $65,000 - $80,000

Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner. Through the implementation of the requirements of the ACA and its applicable regulations, appropriate accommodations will be provided upon request throughout the interview and hiring process.

As part of our commitment to fair and transparent hiring practices, Aecon may use artificial intelligence (AI) tools to assist in screening and reviewing candidates. These tools are applied responsibly and in accordance with applicable privacy laws and Aecons AI Usage Policy. All final decisions are made by qualified Aecon team members.