Administrative Assistant

**The Role**:
The Project administrator’s role is a detail-oriented position that involves collaboration with project managers, colleagues, management, suppliers, and clients, to carry out specific details of a project from start to finish. This entails juggling shifting priorities of numerous projects in different stages of development, and being able to meet milestones within the constraints of time, QA and budget. Good interpersonal skills, strong organization abilities and attention to detail will be needed to be successful in this position.

**Document Management**:

- Set up, maintain and monitor digital (SharePoint) and hardcopy contracts and records
- Ensure contract billing requirements are met, and set up and monitor progress claims in SharePoint
- Manage shop drawing review process, from collection through to approval
- Maintain documentation for utilities, pre or post tender addendums, permits and inspections
- Track all Change Orders, ECCNs, PCNs, CCNs, Sis, RFIs etc, ensuring proper file documentation and billing reconciliation
- Track time and material on special projects
- Set up monthly Progress Claims and/or Cost-Plus, invoicing, and Stat Decs
- Job completion duties including status checklist, quoted material returns, panel schedules, letters & verifications, warranties, maintenance manual, LEED documents, As-builts
- Closing out and filing jobs

**Purchasing/Pricing**:

- Work with suppliers for competitive pricing
- Maintain supplier master price list
- Analyze supplier prices
- Work with PMs to ensure best and most cost-effective price points of supplies
- Coordinate with PMs to ensure deliveries to shop are complete and timely
- Maintain receiving process for shipments to warehouse
- Ensure timely and complete material returns
- Monthly review with PMs, of all open base and quoted material POs
- Coordinate material returns and reel returns with jobsite and wholesale suppliers

**Office Admin**:

- Take minutes at PM meetings, collate and distribute
- Maintain action item list from meetings
- Carry out ad hoc tasks and projects as necessary
- Manage employee requests (vacation, expense reports etc)
- Develop/maintain/propose procedures (OHS, Foreman Manual, Job Procedures, Office Procedures)
- Anticipate and adapt to changing priorities to keep projects, initiatives and goals on track
- Perform basic proofreading and editing tasks for various documents
- Client and vendor interactions as needed

**Requirements**:

- Previous experience in an administrative role, preferably in a construction office setting
- Tech savvy: able to master new systems, tools and technologies
- High degree of self-motivation: independence, tact, initiative, and judgement
- Self starter with excellent communication, interpersonal skills, time management and organizational skills
- Proficient in MS Office (Word, Excel, PPT, Outlook, Teams, OneNote), Google Suite, SharePoint
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Excellent communication skills, both written and verbal
- Attention to detail and accuracy in all work performed
- Ability to maintain confidentiality of sensitive information
- Professional demeanor with a friendly and approachable attitude
- Ability to be flexible and adaptable
- Highly collaborative, a team player at heart
- Ability to focus in a changeable environment

**Nice to Haves**:

- Digital design experience
- Payroll experience
- Experience as PM assistant or executive assistant

**Work Setting**:

- Casual dress
- Relaxed atmosphere
- On site parking
- On a bus line

We offer competitive pay based on experience, and benefits after a three-month probationary period.

While there is some flexibility in work hours, the office hours are 8am - 4 pm, Monday to Friday. This is an in-office position.

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

Pay: $27.00-$35.00 per hour

Expected hours: 40 per week

**Benefits**:

- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

**Education**:

- Secondary School (required)

**Experience**:

- administrative: 3 years (preferred)

Work Location: In person