Executive Coordinator

4 weeks ago

Ottawa, Ontario, Canada Urentottawa Full time
Job Title: Executive / Project Coordinator Assistant

About the Role:

We are seeking a highly organized and detail-oriented Executive / Project Coordinator Assistant to join our team at Urentottawa. As a key member of our team, you will provide administrative support to our company owners and site supervisor, ensuring the smooth operation of our projects.

Responsibilities:

  1. Assist in procurement processes and administration of suppliers & subcontractors
  2. Provide daily support to company owners and site supervisor
  3. Participate in entire real estate redevelopment lifecycle from due diligence, acquisition, construction to project completion
  4. Facilitate stakeholder correspondence, including city departments, building inspectors and land surveyors
  5. Assist with maintaining project records, including approvals, plans, permits, and more (Also responsible for meeting minutes)
  6. Act as company representative at project sites
  7. Support financial record maintenance and documentation
  8. Facilitate accounts payable
  9. Assist in digital receipt upload and basic bookkeeping
  10. Input data of suppliers and subcontractors in construction management software for financial tracking
  11. Ensure contract validity and current WSIB clearance certificates
  12. Other duties and responsibilities within the executive assistant role, as requested by management

Requirements and Skills:

  1. Proven work experience as a Project Coordinator or similar role
  2. Experience in project management, from conception to delivery
  3. An ability to prepare and interpret flowcharts, schedules and step-by-step action plans
  4. Exceptional organizational skills, including multitasking and time-management
  5. Strong client-facing and teamwork skills
  6. Familiarity with risk management and quality assurance control
  7. Hands-on experience with project management tools
  8. BSc in Business Administration or related field as asset, but not mandatory
  9. Minimum of 1 year of construction back office and coordination experience
  10. Full, clean G License with own vehicle is mandatory
  11. Strong technology skills in various software programs such as Microsoft, Google Workspace (Google Drive, Docs, Sheets, Slides, Gmail, Meets), Zoom, Adobe Acrobat, construction project management software (Monday), scheduling software
  12. AutoCAD, Autodesk Revit, SketchUp, BIM, and other design software experience is an asset, but not mandatory

What We Offer:

  • Paid time off

Location: Hybrid, remote and onsite work

Job Type: Full-time

Flexible Language Requirement:

  • French not required

Schedule:

  • Monday to Friday

Experience:

  • Project management: 1 year (required)

Application: Apply by sending your resume and cover letter to jen@ethosdevelopments.com or applying directly through Indeed.

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