Office Administrator

Division: mistral General Contracting

Reports to: Director of Finance

Location: Ottawa, ON

Status: Permanent, Full-Time

Salary/Wage: $45,000 - $60,000 per annum

Hours of Work: 40 hours per week

Vacancy Type: Current Position

Application Deadline: June 12, 2026

Submit to: careers@mistralgroup.ca

Posting #: 02-MGC-2026

mistral Group builds ownership, rental, and retirement communities across Eastern Ontario, with projects in Ottawa, Brighton, Cobourg, Grafton, and Garden Hill.

Our work is guided by a single vision: to build communities where people still want to live fifty years from now. That standard shapes every decision we make, from land acquisition and planning through construction, sales, hospitality, and property management. As a fully integrated developer, we manage all of it in-house, through mistral Communities, mistral General Contracting, mistral Site Services, and Legacy Living. Vertical integration means quality and accountability stay under one roof, across every stage of a project's life.

We hold ourselves to a high standard and grow with intention, prioritizing long-term value and treating every community as a lasting responsibility. For people who want their work to matter beyond the immediate deliverable, mistral Group is built on that same commitment.

Job Summary

Reporting to the Director of Finance, the Office Administrator is responsible for supporting the day-to-day administrative operations of mistral Group’s Ottawa office while providing administrative support to the leadership team. This role also supports Human Resources, payroll, facilities, and operational coordination activities, helping ensure the office runs efficiently and employees are supported with the tools, resources, and information they need.

Duties and Responsibilities:

1. Office Administration

Provide administrative support to the leadership team, including scheduling meetings, preparing documents, and coordinating office activities.

Maintain office organization and coordinate office supply orders through preferred vendors.

Coordinate monthly office supply and refreshment orders, including coffee, beverages, and water services.

Manage incoming and outgoing mail, courier shipments, deliveries, and Purolator shipping requests.

Support front office operations, including managing visitor access, deliveries, and office entry through security and communication systems.

Support the Executive Coordinator with travel arrangements and hotel bookings for staff events and business travel, as required.

Upload and organize receipts and expense documentation in finance platforms (Extend, Concur, etc.).

2. Human Resources and Employee Support

Support new employee onboarding activities and on-site orientation.

Prepare workstations and office spaces for new hires, including coordinating desk setup, supplies, and welcome materials.

Submit IT requests for new hires, equipment replacements, system access, and technical issues.

Liaise with vendors and service providers regarding employee phones, SIM cards, and corporate mobile account updates.

Assist with ordering employee uniform, Personal Protective Equipment (PPE), mistral Group swag/merchandise, and equipment tracking and distribution.

3. Payroll and Administrative Support

Compile and review employee timesheets from multiple divisions and submit payroll information bi-weekly.

Follow up with managers and employees regarding missing or incomplete timesheets.

Maintain payroll-related spreadsheets and administrative tracking records as required.

Prepare and distribute monthly vehicle fuel usage reports and supporting documentation.

Assist with data entry, reporting, and other administrative support tasks for Finance, HR, or Operations teams.

4. Fleet, Vendor and Facilities Coordination

Maintain and update company vehicle records and assist with vehicle orders, deliveries, insurance coordination, and lease administration.

Coordinate with external vendors, suppliers, and service providers to support office and operational needs.

Assist with company equipment inventory tracking and record maintenance.

Support office event coordination and employee logistics as required.

Perform additional administrative and operational duties as assigned.

5. Other

Works in a safe manner and ensures department operations are carried out in a safe manner in accordance with the Occupational Health and Safety Act, associated regulations, mistral Group of Companies’ policies, procedures, and other associated legislation.

Other related duties, as assigned.

The successful candidate will possess the following:

Education

Diploma or certificate in Office Administration, Business Administration, or a related field.

Experience

Minimum two (2) years of administrative or office support experience.

Experience supporting payroll administration, onboarding, or HR-related tasks is considered an asset.

Experience working with administrative systems, expense platforms, or payroll software is considered an asset.

Knowledge, Skills and Abilities

Strong organizational and time management skills with the ability to manage multiple competing priorities.

Excellent verbal and written communication skills with a professional and customer-service-oriented approach.

High attention to detail and accuracy in administrative tasks, reporting, and record keeping.

Ability to maintain confidentiality and handle sensitive information appropriately.

Strong problem-solving skills and ability to work independently with minimal supervision.

Comfortable coordinating with multiple departments, vendors, and external service providers.

Proficiency with Microsoft Office applications and the ability to learn new systems and technology quickly.

Ability to adapt in a fast-paced environment while maintaining a positive and collaborative attitude.

A combination of education, training and experience may be considered.

We thank all applicants for their interest in the posted position; however, only those selected for an interview will be contacted.

Please be advised that Mistral Group of Companies may use Artificial Intelligence (AI) technology at any stage of the hiring process, including screening, evaluating, and selecting qualified candidates.

Mistral Group of Companies also frequently audits resumes of internal and external applicants to validate the accuracy and trustworthiness of information provided. Falsification of information at any time throughout the recruitment process may result in disqualification. Internal applicants may be subject to discipline, up to and including termination.