Operations & Project Administrator

**Now Hiring: Operations & Project Administrator**

**Company**: HBC Builders
**Location**: Based out of Okotoks, with projects throughout Calgary and surrounding areas
**Start Date**: ASAP

**About the Role**

HBC Builders Inc. is a growing general contracting company based in Southern Alberta. We focus on quality execution, clear communication, and strong project controls across commercial and residential construction projects.

We are currently seeking an **Operations & Project Administrator** to support estimating, project delivery, and day-to-day business operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and wants to play a key role in the success of construction projects from pre-construction through closeout.

**Position Overview**

The Operations & Project Administrator is a central support role within HBC Builders, working closely with ownership, project managers, site teams, and subcontractors. This position combines responsibilities typically found in **project coordination, estimating support, office management, and executive assistance**.

You will help keep projects organized, finances tracked, schedules updated, and the office running smoothly.

**Key Responsibilities**
- Assist with project coordination from pre-construction through completion
- Maintain project documentation, drawings, contracts, and change orders
- Track RFIs, shop drawings, submittals, and project correspondence
- Support project managers with scheduling, meeting minutes, and follow-ups
- Assist with closeout documentation and deficiency tracking

**Estimating & Pre-Construction Support**
- Assist with quantity take-offs and pricing support
- Prepare and issue subcontractor and supplier tender packages
- Track bids, quotes, and follow-ups with trades
- Compile estimates, scopes, and comparison summaries
- Maintain estimating databases and historical cost information

**Job Costing & Financial Tracking**
- Track project costs, commitments, and invoices
- Assist with job cost reporting and variance tracking
- Support monthly billing, progress draws, and documentation
- Maintain organized financial records for projects

**Office & Operations Management**
- Manage day-to-day office administration and organization
- Maintain filing systems (digital and physical)
- Coordinate office supplies, systems, and vendor accounts
- Assist with internal process improvements and documentation

**Executive & General Support**
- Provide administrative support to company leadership
- Assist with correspondence, scheduling, and document preparation
- Act as a communication hub between office, site, and external partners

**Qualifications & Experience**
- 3+ years of experience in construction administration, project coordination, estimating support, or office management (GC or construction-related preferred)
- Strong organizational and multitasking skills
- Comfortable working with numbers, costs, and financial tracking
- Proficient with Microsoft Office (Excel, Word, Outlook); experience with construction software is an asset
- Mastery in English written and verbal communication skills
- Ability to work independently and manage priorities
- Experience with Bluebeam, estimating software, or accounting systems is considered an asset

**What We Offer**
- **Salary**: $60,000 - $75,000 per year, based on experience
- **Annual performance-based bonus**:

- **Health Spending Account (HSA)**:

- Hybrid work environment (approximately 50% in-office)
- Opportunity to grow with a developing construction company and take on increased responsibility over time

Pay: $60,000.00-$75,000.00 per year

Work Location: Hybrid remote in Okotoks, AB T1S 1K6