Office Coordinator

5 months ago

Lunenburg, Canada Dora Construction Limited Full time

**Opportunity
- Office Coordinator**

Reporting to the Branch Manager, the Office Coordinator is involved with ensuring the office administration is running exceptionally. In this role, you can expect to be actively involved in all aspects of the business, from assisting with project support to general office requirements as part of a team.

**Position Responsibilities**
- *Including but not limited to:_

**General Project and office Administration**
- Create and maintain project directories / contact lists.
- Support the Branch Manager, Project Manager, and Workshop Manager as needed.
- Working with the Branch Manager and Project Manager, ensure the proper configuration of Procore for each project.
- Set up and maintain any hard copy filing systems requested by the Project & Branch Manager, while keeping in mind DORA’s commitment to choose ‘digital’ over ‘paper’ whatever possible and practical.
- Greet and welcome visitors with a warm and professional demeanor, ensuring their needs are met and they feel comfortable in our office environment.
- Manage incoming phone calls, directing them to the appropriate parties and taking messages as needed.
- Assist with scheduling and coordinating meetings in the main boardroom and other meeting rooms, ensuring they are properly set up and tidied after use.
- Support internal staff by helping them locate resources, answering questions, and providing general assistance as needed.
- Maintain a tidy and organized reception area, ensuring it is always presentable and inviting to visitors and staff.
- Ensure prompt distribution of mail (in person or via scanning the documents) and prepare outgoing mail, along with organizing any couriers.
- Order supplies for office & workshop - stationery, kitchen supplies, computer supplies, etc.
- Completing purchase orders and invoicing using Project Management software systems
- Review all incoming invoices against Pos / subcontracts, reconciling for ease of accounting administration.
- Schedule Meetings as requested, take and document meeting minutes.
- Uploading signed documents to Procore.
- Compile monthly supplier/subcontractor invoices for billings.
- Checking mail at post office
- Create and maintain project directories / contact lists.
- Create draft purchase orders for approval.
- Ensure insurance is in place and is kept current for all subcontractors working on projects.
- Prepare Visa reconciliation.

**Financial Management Support**
- Enter approved Contracts into Construction Software.
- Create Letters of Intent and draft Subcontracts for approval
- Manage the Open Change Events log.
- Assist the Project Manager prepare monthly project reports.
- Working with the Senior Project Manager on key administration reports
- Draft client billings

**Project Management Support**
- Manage the Outstanding RFI log.
- Manage the Open Submittals log.
- Document and issue instructions.
- Liaise with the Superintendents to ensure that the Daily logs are completed.
- Ensure that central progress photos are being centrally stored.
- Upload and maintain Specifications, distributing as required.

The following qualifications are just suggested guidelines. Personality, attitude, and personal attributes are most critical to the success of the incumbent in this role.
- 3+ years of previous administrative experience, preferably within a construction environment or similar.
- A post-secondary degree/diploma in business administration, construction management, information management, or a related field.
- Previous experience in Administration and client care.
- Strong attention to detail.
- Positive attitude and ability to work independently or as part of a team.
- Ability to multitask and prioritize duties day to day.
- Basic accounting experience.
- Work history in the construction industry or related industry.

**Skills, Knowledge, and Attributes Required**
- Strong communication and interpersonal skills, a customer service focus, and a professional demeanor.
- A strong understanding of MS Office Suite and the ability to learn new technologies quickly.
- Adaptable, with the aptitude to thrive in a dynamic environment with changing needs and priorities.
- Highly organized and detail focused.

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

Pay: $50,000.00-$61,348.07 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
- Wellness program

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 3 years (required)

Work Location: In person

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