Administrator, Commercial Mechanical

2 weeks ago

Vaughan, Canada Plan Group Full time

Are you a master organizer who can multi-task in a dynamic, fast-paced environment? Does being a part of an organization that builds and works on complex projects excite you? Do you like being the "go-to" person who supports your team? Take the leap and make your mark at **Plan Group** As a** Administrator, Commercial Mechanical**, you will: - Generate the monthly New Business Report and provide summarized insights for management review. - Update the Active Job List and coordinate with Project Managers monthly to track project status and forecast completion dates. - Create monthly ToolWatch reports, distribute them to PMs, and track acknowledgments and required follow-ups. - Ensure foremen comply with LPR reporting requirements by generating and distributing project-specific reports. - Monitor and archive weekly two-week lookahead forms submitted by foremen. - Manage the Stabilization Fund process, including timesheet tracking, supplier invoice collection, Consultant Sign-Off letters, and submission of completed packages to Local Unions based on milestone completion percentages. - Complete job startup request forms, prepare network job folders, upload estimating files, and submit required documentation (e.g., Form 1000, WSIB, COI, bonding, H&S documents). - Maintain records and logs of all regulated subcontractor and service provider documents, including Form 1000, WSIB, and Certificates of Insurance. - Prepare and compile project closeout documentation, and coordinate As-Built drawings completion with ECS. - Perform goods receipt entries in Coupa and reconcile them against original purchase requisitions. - Set up user and project profiles in Procore, and upload budgets in dollars and labor hours. - Maintain and update departmental file templates, archiving outdated versions. - Schedule and coordinate departmental, estimating handover, and post-construction meetings, including recording and distributing minutes. - Maintain training records for PMs, coordinators, and foremen, and notify relevant staff of expiring certifications. - Provide general administrative support such as scheduling meetings, managing departmental files, distributing mail, and handling uniform requests. - Certificate or diploma in Office or Business Administration. - Minimum of 2 years of administrative experience in a fast-paced environment. - Construction industry experience considered an asset. - Professional communication skills and the ability to perform tasks effectively with mínimal supervision. - Strong organizational and interpersonal skills, with proven ability to manage multiple priorities and tight deadlines. - High-level proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and Adobe Acrobat. - Familiarity with Procore, Coupa, or ToolWatch is an asset. - Understanding of compliance documentation requirements (e.g., WSIB, COI, Form 1000) is considered an asset. - Experience with file management systems and regulated documentation processes is an asset.

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