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Project Administrator

1 month ago

Whitby, Canada Torstaff Full time

Construction company located in Whitby requires a Project Administrator that could handle a variety of administrative responsibilities to oversee the creation and submission of pre-qualification documents for construction projects while also handling general office administration. This role requires exceptional attention to detail, strong writing and editing skills, and the ability to navigate complex qualification requirements. Ideal candidates will be digitally savvy, have experience in marketing, copywriting, and familiarity with the construction industry.

While pre-qualification submissions will be the primary focus, there will be periods with fewer submissions. During these times, the candidate will take on administrative and support tasks as needed. The role requires a high level of flexibility, as responsibilities may include executive assistance, office supply management, answering phones, document management, tasks related to supporting project managers or the accounting department, as well as handling errands as needed.

Pre-qualification Responsibilities:

  • Research and complete pre-qualification documents required for project bidding.
  • Gather and organize key company information, including financial statements, safety records, certifications, and past project experience.
  • Analyze qualification criteria and craft compelling responses that highlight the company's strengths.
  • Ensure accuracy, consistency, and compliance with submission guidelines.
  • Edit and refine content to meet high professional standards.
  • Collaborate with internal teams to obtain necessary data and supporting documents.
  • Identify opportunities to improve pre-qualification documents.
  • Download, format, and submit pre-qualification packages digitally through online portals, email, or client-specific platforms.

Administrative & Miscellaneous Duties:

  • Provide executive administrative support as needed.
  • Answer and direct phone calls professionally and efficiently.
  • Assist with general office organization and office supply management.
  • Support project managers with tasks related to ongoing projects including compiling project folders.
  • Assist the accounting department with letter writing, invoice processing and data entry.
  • Handle office errands, including picking up or dropping off materials or documents as needed or attending site visits.
  • Take on miscellaneous projects and tasks as assigned by management to support overall business operations.
  • Manage and maintain company documents, organizing files across multiple folders and ensuring all records are properly labeled, stored, and easily accessible.
  • Support marketing and digital marketing efforts.

Qualifications:

  • Strong writing, editing, and proofreading skills.
  • Critical reading and comprehension abilities.
  • Resourcefulness in researching and compiling information.
  • Attention to detail and ability to meet tight deadlines.
  • Tech-savvy with strong proficiency in computers, digital tools, and online platforms.
  • Experience in copywriting, marketing, or proposal writing (preferred).
  • Familiarity with the construction industry (a plus).

What is a pre-qualification:

Pre-qualification is the process construction companies undergo to demonstrate they meet the necessary requirements to bid on and secure projects. It involves submitting documentation that showcases their capabilities, experience, financial stability, safety record, and compliance with industry regulations. A well-prepared pre-qualification submission can be the key to securing high-value contracts. The ideal candidate must take full ownership of the submission process and will play a vital role in positioning our company as a strong and competitive contender in the industry.

Prior experience in preparing pre-qualification documents is not required. However, strong copywriting skills, technical proficiency, and resourcefulness are essential for success in this role. If you are not familiar with the construction industry, you must be eager to research, learn, and adapt quickly.