Construction Administrative Assistant

4 weeks ago

Vaughan, Canada Fernbrook Homes Full time

**Construction Administrative Assistant - Fernbrook Homes**

**Position**: Construction Administrative Assistant

**Starting Date**: As soon as possible

Full-Time, Permanent

Administrative experience: 2-4 years (required)

Construction-related experience: 2-4 years (required)

Fernbrook Homes is looking for an **Administrative Assistant **to report to the VP of Construction. The Admin Assistant will be part of the team responsible for the administration of all, including but not limited to, low-rise construction administration, procurement, and development. As part of the Construction Administration team, the Admin Assistant’s main role will be to provide support to Senior Construction Assistant and Administrators.

We are currently recruiting for a full-time Construction Admin Assistant in our Low-Rise Construction division. This position will be based out of our Concord office located at 2220 Highway 7 West.

**The Requirements**:

- Minimum of two (2) to four (4) years related experience working in administration in a construction environment.
- Diploma or degree (or equivalent) from an accredited university or college in Business Administration is an asset.
- Knowledge of standard construction terminology/references.
- Construction coordination or project-based experience highly desirable.
- Accounting and/or legal experience would be an asset.
- Intermediate to advanced skills in the use of the MS Office suite (Outlook, Word, Excel, SharePoint, Teams, Planner, Dynamics 365), Adobe Acrobat.

**Key Responsibilities**:

- Provide administrative support to Construction Administration team.
- Assist with the preparation and distribution of construction administration documents.
- Maintain and organize filing, and organization of construction documents.
- Communicate with on-site construction teams, clients, consultants, engineers, contractors, and regulatory agencies to meet overall project correspondence.
- Assist with the preparation and distribution of contract documentation, letters of procurement and letters of intent to contractors (and maintain records).
- Assist with bid solicitations; receiving subcontract quotations; preparation and submission of bid documents.
- Assist with processing of 407 ETR, Petro-Canada and Bell/Rogers accounts.
- Communication with Vendor’s solicitor in preparation and coordination of closings.
- Home enrolments, submit and update Certificates of Completion and Possession (CCP’s), update with Tarion Builder Link.
- Enrolment of homes with EnerQuality on Energy Star certified projects.
- Maintain accuracy with files, records, and associated documentation.
- Obtain and organize all project close out documentation.
- General administrative duties as requested by the construction and management teams.
- Review and Reconcile utility accounts for various developments.
- Perform data entry for various tasks, such as new build sales agreements and amendments.
- Identify continuous process improvements.
- Assist reception with answering phone calls.
- Other duties as required.

**Competencies**
- Proven ability to multi-task and work productively in a high-volume and dynamic environment.
- Excellent written/verbal communication and organization skills.
- Strong analytical and detail-oriented skills.
- Ability to meet deadlines.
- Proactive, self-motivated with the ability to work independently and take direction from others.
- Takes personal ownership over tasks.
- Capable of identifying and implementing process improvements.
- Ability to work in a fast-paced environment.
- Displays ethics and integrity in his/her work; accountable and dependable.
- Strong interpersonal skills and the ability to build relationships with others.
- Ability to work both independently and cooperatively as part of a team.
- A creative and innovative thinker.

**Benefits**:

- Medical/Dental/Vision care
- Vacation and Sick time
- On-site parking

**Ability to commute/relocate**:

- Concord, ON: reliably commute or plan to relocate before starting work (required)

**Job Types**: Full-time, Permanent

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Vaughan, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Construction: 2 years (preferred)
- Administrative: 2 years (preferred)

Work Location: One location

Expected start date: 2023-02-13

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