Jobs in Vaughan

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Within 25 km of Vaughan

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Confidential

Office Administrator

Toronto, ON, Canada

Full-time

Within 25 km of Vaughan · About 22.9 km from the city centre

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Job details

Job type: Full-time
Apply by: Nov 22, 2026
Posted: Oct 23, 2026

Original job description

We are seeking an organized and detail-oriented Office Administrator to support equipment cost coding, data entry, and day-to-day office operations. The ideal candidate will have experience using Jonas construction software, strong Microsoft Excel skills, and the ability to maintain accurate records while managing competing priorities.

Key Responsibilities

Enter, update, and verify equipment cost codes and related information in Jonas.
Ensure equipment entries are assigned to the appropriate projects and cost codes.
Review information for accuracy, identify discrepancies, and coordinate with internal teams to resolve missing or incorrect details.
Maintain Excel spreadsheets, trackers, and reports relating to equipment and administrative activities.
Organize electronic and paper records, ensuring information is accurate, current, and easy to retrieve.
Assist with preparing documents, correspondence, reports, and other administrative materials.
Respond to telephone and email inquiries and direct requests to the appropriate team members.
Support office coordination, supply ordering, scheduling, and other general administrative duties.
Work closely with operations, equipment, and accounting teams to support timely information flow.

Qualifications

Previous experience in office administration or data entry in a heavy equipment-related business.
Working knowledge of Jonas software, including data entry and record maintenance.
Proficiency in Microsoft Excel, including sorting, filtering, and basic formulas.
Familiarity with equipment cost coding and project-based recordkeeping is an asset.
Strong attention to detail and a commitment to data accuracy.
Excellent organizational, communication, and time-management skills.
Ability to work independently, handle confidential information, and follow up on outstanding items.
Proficiency in Microsoft Outlook and Word.

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More about this job

Responsibilities

Enter, verify, and maintain equipment cost codes and related records in Jonas, ensuring entries are assigned to the correct projects and discrepancies are resolved with internal teams. Maintain spreadsheets and records, prepare administrative materials, respond to inquiries, and support office coordination in collaboration with operations, equipment, and accounting teams.

Requirements

Previous office administration or data-entry experience in a heavy equipment-related business is sought, along with working knowledge of Jonas and proficiency in Excel, Outlook, and Word. Candidates should have strong attention to detail, organizational, communication, and time-management skills, and be able to work independently, handle confidential information, and follow up on outstanding items.

Skills

Jonas Software
Microsoft Excel
Data Entry
Equipment Cost Coding
Record Maintenance
Data Accuracy
Project-Based Recordkeeping
Microsoft Outlook
Microsoft Word
Organization
Communication
Time Management
Attention to Detail
Confidential Information Handling

Visa sponsorship

Not detected in the job text

Keywords

Office Administration
Data Entry
Jonas Software
Equipment Cost Coding
Heavy Equipment
Microsoft Excel
Microsoft Outlook
Microsoft Word
Cost Codes
Project-Based Recordkeeping
Equipment Records
Data Accuracy
Discrepancy Resolution
Spreadsheets
Trackers
Reports
Electronic Records
Paper Records
Document Preparation
Correspondence
Telephone Inquiries
Email Inquiries
Office Coordination
Supply Ordering
Scheduling
Operations
Accounting

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