Office and Project Administrator

2 months ago

Waterford, Canada Villages of Waterford Inc. Full time

**We are a progressive residential builder building a legacy of excellence by investing in our people and our processes to build communities and deliver high quality homes.**

**Position Overview**
Villages of Waterford is looking for an Office and Project Adminstrator - Construction to assist with overseeing our residential development projects from execution to completion. The position is responsible for assisting with the management of construction projects from beginning to end, understanding the project deliverables, overall project planning, distributing resources, time management, risk management, managing the budget, staff and relationships with key stakeholders.

**Responsibilities**
The Position shall be measured against successful execution of tasks and responsibilities which include but may not be limited to the following:

- Provide office adminstration such as data entry, preparing correspondence, reports and schedules
- Monitor projects to ensure completion is as per design, budget and schedule
- Monitor project performance status reports for schedule, costs, equipment, people resources, materials, safety and environment, cost forecast and quality control
- Monitor production and review work for trade partners and subcontractors to ensure project time, costs and quality objectives are met
- Review bid specifications and budget compliance
- Submission of development and building permit material and forms and follow up with permits and inspections as required
- Maintain project information including work plans, selections, schedules, project files and reports
- Oversee, review and perform weekly or monthly detailed project cost review: labour costs reports, project costs and forecast reports
- Monitor WSIB administration
- Foster a culture that promotes identifying potential constraints and problem solving
- Monitor and verify progress preparation payments to trade partners and subcontractors
- Review and continuously improve project procedures and operating guidelines
- Monitor overall project closeout, including document archival, maintenance, warranty manuals, deficiencies, service and warranty work
- Work with the entire office and project team consisting of direct and indirect reports
- Assist Project Manager - Construction & Service in a variety of tasks such as review and process drawings, prepare correspondence, communicating discrepancies in project reports, prepare documents such as estimates, purchase orders, change orders, contracts and deficiency reports including assessing cost and schedule impact
- Act as a liaison between clients, house planners / designers, consultants, engineers and subcontractors
- Monitor home warranty enrolments, reporting and client care
- Assist with development and maintenance of marketing and / or sales materials including but not limited to presentation packages, campaigns, web and social media
- Complete a wide array of administrative duties through all phases of our projects
- Performs additional duties as assigned by management

**Skills and Success Traits**
The incumbent shall be measured against required skills and success traits which include but may not be limited to the following:

- Ability to identify opportunities and mitigate potential risks on all projects
- Ability to monitor and forecast project and people resources
- Ability to monitor project budgets and schedules and to review and validate project schedules
- Superior planning, organizational and time management skills with the ability to multi-task and prioritize team tasks for prompt execution
- Superior relationship management with the ability to establish and maintain effective relationships with key stakeholders and decision makers, leading to negotiated or repeat work
- Excellent verbal, written, presentation and communication skills
- Demonstrated flexibility and ability to work effectively in fast paced environments
- Demonstrate strong technical, business, financial and legal acumen

**Qualifications and Experience Requirements**
The incumbent shall be measured against required qualifications and experience requirements which include but may not be limited to the following:

- Minimum of three (3) years' experience in an office and project administrator role
- Construction related diploma and / or degree or an equivalent combination of technical training and experience is an asset
- Knowledge of construction industry and project operations, including building materials, construction specifications, methods and procedures, and safety and quality management practices
- Experience in residential design is an asset
- Experience working with project management tools such as Buildertrend, is an asset
- Experience working with accounting management tools such as Quickbooks Online, is an asset
- HCRA / Tarion Competency Courses are an asset:
a. Building Codes

b. Construction Technology

c. Project Management and Supervision

d. Customer Service and Tarion Requirements

e. Legal Issu

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