Administrative and Project Coordinator

We are a local property developer and builder based in Ottawa, professional, agile and innovative. This role is hybrid, primarily remote with onsite visits. Construction hours are typically 7am to 5pm, you would be directly supporting construction during those hours. The construction industry is tough, in that follow up and documentation is extremely important, and details matter.
- Extremely detail-oriented, a 'Get it done' type of person with a 'show up and work' attitude.
- Highly responsive, with strong communication skills.
- Self starter and able to work autonomously.
- hungry. willing to work. someone who puts their shoulder into it
- A maverick: hard-headed, tough, and persistent.
- Entrepreneurial / business minded

**Position Title: Administrative & Project Coordinator**

**Position Overview**:

- Location: Local - Ottawa - Gatineau region
- Working Hours: 7 AM to 5 PM EST
- Travel: Site visits on occasion
- Team & Reporting Structure: The Administrative & Project Coordinator will report directly to the President.

**Primary Responsibilities**:
**Project Coordination Duties**:

- Oversee and coordinate various project aspects, ensuring tasks progress as scheduled.
- Maintain and organize project documentation.
- Organize project meetings, prepare agendas, and set up Google Meet, Microsoft Teams, or Zoom details.
- Communicate project updates to stakeholders.
- Track project expenses and maintain the budget.
- Ensure resources required for the project are available.
- Identify potential project risks and communicate them to stakeholders.
- Collect and compile research on construction specifications, building materials, processes, and techniques.
- Assist in preparing city documentation, such as permits, appeals, and title searches.
- Track and report all maintenance work and update senior management on task status.

**Administrative Assistant Duties**:

- Schedule and organize meetings, both remote and in-person, including making reservations and managing meeting details.
- Manage the President’s calendar and correspondence, ensuring efficient communication and task follow-up.
- Handle contractor communications for work quotations, scheduling, invoicing, and follow-up as needed.
- Assist in preparing lease agreements, tenant notices, and any relevant Landlord and Tenant Board documentation.
- Correspond with existing tenants regarding lease matters, scheduling unit access, and coordinating contractor work.
- Assist in preparing reports, presentations, and spreadsheets.
- Perform data entry tasks and maintain filing systems.
- Order office supplies and manage vendor relationships.
- Support general office duties such as handling incoming mail and organizing events.

**Secondary Responsibilities**:

- Serve as a point of contact for project stakeholders.
- Prepare and distribute regular project status reports.
- Coordinate with vendors and third parties.
- Update and maintain project management tools.
- Assist with project closeout, including documentation and reviews.
- Create standard operating procedures (SOPs).

**Skills & Qualifications**:
**Must-Have Skills**:

- Software Proficiency: Microsoft Office Suite, task management software.
- Education and Training: Bachelor’s degree or equivalent work experience in a related field.
- Project Management: PMP or similar project management experience.
- Administrative Skills: Strong organization, communication, and multitasking skills.
- Industry Experience: Construction

**Nice-to-Have Skills**:

- Industry Experience: Real estate
- Software Familiarity: Project management tools.

**Soft Skills**:

- Intelligence: Quick adaptation to new information.
- Follow-Through: Ensuring tasks are completed thoroughly and punctually.
- Initiative: Proactive attitude.
- Critical Thinking: Logical analysis and informed decision-making.

**Growth & Development**:

- Opportunities to learn: All aspects of a hands-on family-owned real estate development firm.
- Training & Development: Opportunities for professional development are available.
- Entrepreneurial and Fast-paced Environment: 1-1 access to an established developer.

**Cultural Fit & Personality**:

- Dynamic 'Get It Done' Enthusiast Required: Must possess unwavering determination and a proactive, results-oriented approach.
- Follow-through is vital. The Administrative & Project Coordinator must be a reliable figure who ensures tasks are seen to completion, deadlines are met, and minute details aren't missed.
- We appreciate initiative. The right fit for the role is someone who's proactive, constantly looking for ways to contribute and improve without always awaiting instructions.

Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the ongoing needs of the organization. Typical employment steps apply, references, record and credit check, along with remote work performance management software to be installed on the employees ho