217 Administration jobs in Vaughan

Job Description

Job Summary:The Junior Clerical Support will be responsible for performing a variety of administrative and clerical tasks to support the office staff.

The ideal candidate will have excellent communication and organizational skills, as well as proficiency in Microsoft Office applications.Key Responsibilities:

• Greet clients and visitors and direct them to the appropriate staff member
• Answer phones and relate messages as needed
• Prepare and distribute correspondence, memos, and other documents
• Maintain electronic and paper files and records
• Enter data into project management software and other databases as needed
• Schedule appointments and meetings as requested
• Assist with the organization of project materials and supplies
• Perform general office duties such as photocopying, scanning, and faxing
• Order and maintain office supplies if required
• Other duties as assigned by office management

• High school diploma or equivalent required; Associate's degree in business or related field preferred, or equivalent combination of education and experience
• 1-2 years of relevant work experience
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook
• Strong organizational and communication skills
• Attention to detail and accuracy
• Ability to work independently and as part of a team
• Positive attitude and willingness to learn
• Knowledge of basic office equipment such as printers, copiers, and scanners

Internal Job Code: OP-CL-02
Salary Range: $40,000 - $60,000 / Annually

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Company Description

At Promote Me Inc., we specialize in promoting businesses through an extensive range of promotional products and apparel. Since 2005, we have supported Canadian businesses with our "love what you brand" philosophy. Based in Richmond Hill, ON, we provide access to over 1,000,000 products from various suppliers, ensuring your promotional choices remain fresh and trend-conscious. Our owner-operated company brings over 25 years of combined industry experience, delivering exceptional customer service, innovative ideas, and competitive pricing to businesses of all sizes.

Role Description

The Administration Assistant role at Promote Me is a full-time on-site position located in Richmond Hill, ON. The Administration Assistant will be responsible for providing general administrative support, managing phone communications, assisting executives, and performing clerical tasks. This position involves coordinating with various departments, scheduling meetings, and ensuring smooth day-to-day operations within the office.

Qualifications

• Administrative Assistance and Clerical Skills
• Excellent Phone Etiquette and Communication skills
• Experience in Executive Administrative Assistance
• Strong organizational and multitasking abilities
• Proficiency with office software and tools
• Ability to work independently and collaboratively within a team
• Previous experience in a similar role is a plus
• High school diploma or equivalent; additional qualifications are an advantage

Job Description

CSP has a challenging and varied opportunity for a senior contacts manger.  Functions include contract management, negotiation, sales and customer liason and billing and other functions including some HR functions.

 MAINTENANCE Renewals

1.   Maintenance Renewals : Review, calculate, and update maintenance renewals. Issue renewal invoice 90-days prior to expiry. Check licensed products and nodes, review contract if necessary. Send quotation, follow up on purchase order, respond to customer questions/comments. Keep track of all renewals on renewal spreadsheet and record the estimate number that was used to generate the job ticket/invoice. Update the sheet to show future renewal date once invoice has been paid.

2. INVOICING

Generation of Sales and Maintenance invoices generation. All invoices issued are sent to Finance for posting on the QuickBooks accounting system.

A/R / COLLECTIONS

3.    A/R Collections : Follow-up on all outstanding invoices and update spreadsheets with current status and estimated payment timeframe.

4.     Payment & Renewal Update: Update the maintenance renewal sheet for the next renewal year once payment is received. Send the permanent licenses at this time (if payment pertains to a software license sold).

SALES

5.    Sales Support: Pricing, quotations, inquiries on customer products/licensing/maintenance as required.

6.    Sales orders processing:

1.    Ensure each purchase order is accurate and matches what was quoted and invoiced

2.    Send 60-day temporary license keys

3.    Include download instructions

4.    Update product database

5.    Update future maintenance

6.    Update A/R sheet 

7.    Create Software License Agreement if necessary

8.    Update price lists as necessary  as necessary.

RECORD KEEPING

8.    Product Database : Update any new product licenses or system changes, including new products, new systems, deleted systems, new migration licenses, change of usage, change of processor, change to number of cores, change of node-names, etc.  

CSP is recognized worldwide as a leader in the field of NonStop security management, with an outstanding reputation for delivering exceptional software solutions. We are committed to providing outstanding security management solutions for the HPE NonStop platform to major Financial Institutions across the World

CSP is recognized worldwide as a leader in the field of NonStop security management, with an outstanding reputation for delivering exceptional software solutions. We are committed to providing outstanding security management solutions for the HPE NonStop platform to major Financial Institutions across the World

Job Description

Job Title: Contract Administrator

Job Description

The Contract Administrators will provide professional contract administrative services including responding to requests and assigned tasks, providing project support, and reviewing information provided by the TTC. The role focuses on post-award activities in the Construction Service Category, coordinating TTC’s post-award contract activities. The SCAs will report to the TTC’s Commercial Manager and work closely with the Commercial Management team, Engineering staff, and third-party consultants.

Responsibilities

• Review, interpret, and analyze contract requirements and documents to ensure consistent application and risk reduction.
• Attend kick-off and progress review meetings to support project teams and ensure stakeholder alignment.
• Enforce contractual obligations and assist in negotiations and resolution of matters.
• Escalate complex, high-profile issues to the Commercial Manager.
• Administer contract records such as work plan releases, changes, claims, and certificates of payment in the Contract Management System (CMS).
• Monitor contract progress and provide status reports to management and project teams.
• Analyze rationale for contract changes and implement claims avoidance strategies.
• Administer the payment process, verifying invoices for compliance and managing statutory holdbacks.
• Prepare price estimates for material, labor, and equipment costs.
• Monitor and report on contract allowances and coordinate necessary increases.
• Negotiate settlements for contract changes and claims.
• Process Requests for Quotes, Contract Amendments, and Directives.
• Support the preparation of Performance Review Reports and participate in meetings regarding performance.
• Prepare commercial documentation for various Requests for Proposals and contracts.
• Ensure performance KPIs are met.

Essential Skills

• Great attention to detail and ability to perform contract administration without close supervision.
• Experience in construction administration and knowledge of contract administration related to construction contract changes.
• Minimum three years of work experience in Contract Administration and/or Procurement in the public or private sector.
• Effective problem-solving, organizational, interpersonal, and communication skills.
• Ability to coordinate efforts of others to accomplish objectives.
• Well-developed analytical skills and good negotiation skills.
• Proficiency in using personal computers and relevant software applications.
• Good understanding of technical matters related to engineered products, construction services, and engineering/construction issues.
• Comprehensive knowledge of current construction principles and management practices.
• Knowledge of Construction Act, construction practices, codes, and regulations.

Additional Skills & Qualifications

• Completion of a University Degree or College Diploma in Construction Management, Engineering, or a related discipline.
• Knowledge of union and trade agreements.
• Ability to multi-task and prioritize tasks effectively.
• Comprehensive knowledge of the Ontario Human Rights Code and related orders.

Work Environment

The contractor positions follow a hybrid structure, primarily performed in the office located in North York, Ontario. Subject to approval, positions may allow remote work for up to three days per week. Remote work must be performed in Ontario, and individuals may be required to work from the TTC office on short notice. The role requires eight hours per day during the TTC Business Day, up to thirty-five hours per week. The contractor must be able to travel to the TTC office daily and may need to attend meetings at various TTC locations within the Greater Toronto Area.

Job Type & Location

This is a Contract position based out of Toronto, Ontario.

Pay and Benefits

The pay range for this position is $75.00 - $110.00/hr.

Workplace Type

This is a hybrid position in Toronto,ON.

Actalent est un chef de file mondial des services d’ingénierie et de sciences et des solutions de talents. Nous aidons les entreprises visionnaires à faire progresser leurs initiatives en matière d’ingénierie et de science en leur donnant accès à des experts spécialisés qui favorisent la mise à l’échelle, l’innovation et la mise en marché rapide. Avec un réseau de près de 30 000 consultants et plus de 4 500 clients aux États-Unis, au Canada, en Asie et en Europe, Actalent est au service d’un grand nombre d’entreprises du classement Fortune 500.

Actalent est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à pour connaître d’autres options d’accommodement.

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

Job Description

Administrator required for temporary position. 3-6 months.

Your new company
This not-for-profit organisation provides support to people from all backgrounds and prides themselves on encouraging the positive development of communities and their people.

Your new role
As the Administrator the main aspect of your role will be responding to email and telephone inquiries, data entry, processing invoices, mail-merging of letters to customers and clients. You will also be required to book meetings and complete diary management.

What you'll need to succeed
You will show a proficiency in using Microsoft office, Excel in particular. You will have a great attention to detail, be a proactive worker and will be able to work with individuals from diverse cultures and backgrounds.

What you'll get in return
You will be offered an attractive hourly rate of $21-$23 dependent on experience with the opportunity to work for a rewarding not-for-profit organisation supporting and helping others.

Please send your Resume

Job Description

Job Summary:

The Licensing Administration Manager is responsible for managing the administrative team handling all vehicle licensing activities. This role ensures that all business licenses, permits, and regulatory requirements are obtained and maintained in compliance with relevant laws. The supervisor will lead the team, streamline processes, and ensure that licensing activities are efficiently carried out across the organization.

1. Team Management:
• Supervise a team of licensing administrators
• Provide training, mentorship, and performance evaluations to staff
• Assign tasks and set priorities for the team to meet departmental objectives and deadlines
2. Licensing Compliance:
• Ensure that all required licenses and permits are acquired, renewed, and maintained
• Maintain compliance with OMVIC standards as well as government regulations
• Develop and implement processes for tracking and maintaining licensing deadlines
3. Document Management:
• Oversee the collection, filing, and management of all vehicle documentation.
• Ensure the accuracy and completeness of licensing applications and renewals
4. Interdepartmental Coordination:
• Work closely with other departments (e.g., Production, Field Operations, and Sales) to ensure that licensing requirements are integrated into business operations
• Coordinate with external agencies, regulatory bodies, and vendors on licensing matters
5. Problem-Solving & Issue Resolution:
• Address and resolve any licensing issues, discrepancies, or delays in a timely manner
• Act as the point of contact for escalated licensing inquiries
6. Process Improvement:
• Continuously assess and improve internal licensing processes to enhance efficiency and accuracy
• Implement new technologies or software systems for better licensing management

• Experience
  • 3+ years of experience in licensing or regulatory compliance, with at least 1 year in a supervisory or leadership role
  • Experience in a highly regulated industry (e.g., healthcare, alcohol, gaming) considered an asset
• Knowledge
  • Strong understanding of licensing laws and regulations specific to vehicle ownership
• Skills
  • Excellent leadership, communication, and organizational skills
  • Attention to detail and ability to manage multiple projects simultaneously.
  • Proficiency in office software (Google Workspace, Airtable) and licensing management tools/software
  • Problem-solving and critical thinking abilities
• License
  • Minimum of a G2 Driver's License (valid in Ontario).
• Background Check
  • Clean criminal background check
  • Clean driver's abstract with no major infractions.
• Work Authorization
  • Legally authorized to work in Canada
• Location:
  • Must be comfortable working at our new Mississauga facility

• Competitive hourly wage
• Overtime opportunities
• Opportunities for advancement within the Field Operations department

Job Description

Benefits:

• Bonus based on performance
• Competitive salary
• Paid time off

Job Description

Description

The Sr. Contract Administrators will provide professional contract administrative services

including responding to requests and assigned tasks, providing project support, reviewing

information provided by the the company etc. (the “Services”). The SCAs billable hours must be directly

associated with assigned services and tasks;

The SCAs will report to the Commercial Manager and work closely with the Commercial

Management team members, the Engineering staff and third-party Consultants as required. The

Services to be provided by the SCAs will include but are not limited to the following

assignments and tasks:

• With a focus on post-award activities in the Construction Service Category, the role

coordinates post-award contract activities

• Review, interpret and analyze contract requirements and contract documents, to ensure

that the overall contracting strategy and individual clauses/terms are applied

appropriately and consistently to reduce the risk and protect the interests of the company.

• Attend kick-off and progress review meetings to support project team, ensure all parties

understand contract terms and stakeholder alignment.

• Enforce contractual obligations and conditions providing assistance in negotiations and

resolution of matters, or enforcement of penalty clauses, liquidated damages, etc.

• Escalate complex, high-profile issues/matters to the Commercial Manager.

• Responsible for accurate administration of various contract records, such as work plan

releases, changes, claims, certificates of payment, amendments,correspondence,

notices etc. in the Contract Management System (CMS).

• Monitor assigned contracts and the respective progress, prepare and provide status

reports to management and project teams

• Analyze rationale for contract changes/amendment/claims and implementing claims

avoidance and mitigation practices/strategies.

• Oversee and administer the payment process in accordance with approved contract

price breakdowns, verify vendors’ invoices for compliance with contract payment terms,

release of statutory holdbacks (Construction Act), and final payments, assesses back

and set-off charges and other payment related matters i.e. off-site inventory payments

and liquidated damages.

• Prepare price estimates for material, labor, equipment costs, analyze production,

construction schedules for evaluating contractor’s contract changes, claims pricing

submission and proposed changes/amendments/claims.

• Monitor and report on contract allowances/contingencies and co-ordinates suitable

increases as needed.

• Negotiate to establish acceptable settlement of price and terms for contract changes and

claims with contractors and co-ordinates support from other key stakeholders.

• Negotiate final settlement of quantities for unit price contracts

• Process Requests for Quotes, Contract Amendments/Changes and Directives and

reviews and provides input in development of Purchase Authorization Amendment Board

Reports

• Support the preparation of Performance Review Reports and participates in meetings

regarding “unsatisfactory” performance review reports

• Processes documentation for contract close-out

• Prepare commercial documentation for Request for Proposals (RFPs)/Request for Bids

(RFBs), Request for Service (RFS), Negotiated Requests for Proposals (NRFPs),

Requests for Information (RFIs), Notices of Intent (NOIs), pre-qualifications and contracts

including development of special commercial conditions.

• Other activities assigned within the scope of the Commercial Management Department.

• Ensure all performance KPI’ s Target is met.

• The selected Candidate will not work on the MSA R55PC22520 to ensure no conflict of

interest on the program R55PC22520.

Skills

Contract administration, Contract, Contracts administration, Change order

Top Skills Details

Contract administration, Contract, Contracts administration

Experience Level

Expert Level

Pay and Benefits

The pay range for this position is $75.00 - $110.00/hr.

Workplace Type

This is a hybrid position in Toronto,ON.

Actalent est un chef de file mondial des services d’ingénierie et de sciences et des solutions de talents. Nous aidons les entreprises visionnaires à faire progresser leurs initiatives en matière d’ingénierie et de science en leur donnant accès à des experts spécialisés qui favorisent la mise à l’échelle, l’innovation et la mise en marché rapide. Avec un réseau de près de 30 000 consultants et plus de 4 500 clients aux États-Unis, au Canada, en Asie et en Europe, Actalent est au service d’un grand nombre d’entreprises du classement Fortune 500.

Actalent est un employeur souscrivant au principe de l’égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l’âge, de la couleur, de la religion, des origines nationales, du statut d’ancien combattant, d’un handicap, de l’orientation sexuelle, de l’identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d’accommodement raisonnable, tel que la modification ou l’ajustement du processus de demande d’emploi ou d’entrevue à cause d’un handicap, veuillez envoyer un courriel à pour connaître d’autres options d’accommodement.

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.