Project Administrator

**Our people are our greatest strength. Come join the EXO Construction team and be part of a culture that values excellence while delivering innovative building solutions.**

We are the construction division of METHOD Innovation Partners, a growing design-build organization based in South Surrey. The EXO Construction Group specializes in delivering institutional construction projects ranging from $5M to $40M, utilizing innovative building envelope systems and structural insulated panels manufactured in-house. Our team works on design-build projects for schools, municipal buildings, and other institutional facilities across Western Canada.

If you are organized, detail-oriented, and excited about supporting complex construction projects from bid to close-out, you might be the perfect fit to join our team as a **Project Administrator**.

**OVERVIEW**:
The Project Administrator is a key member of the Project Services team and provides essential administrative support to multiple Project Managers and Site Superintendents across concurrent construction projects. This role ensures that project documentation is organized and accessible, administrative workflows run smoothly, and Project Managers can focus on executing projects successfully.

The primary emphasis of this role is on administrative excellence—maintaining systems, processing paperwork, coordinating meetings, and ensuring that nothing falls through the cracks from bidding through project close-out. While the role benefits from understanding construction terminology and processes, the focus is on being the organizational backbone that enables the project team to work efficiently.

**RESPONSIBILITIES**:
Administrative Support & Coordination (Primary Focus)
- Provide comprehensive administrative support to the Project Manager team, including scheduling meetings, preparing agendas, and taking detailed meeting minutes
- Coordinate internal and external meetings, tracking action items to completion
- Prepare and distribute project correspondence, reports, and presentations for internal and external stakeholders
- Manage project documentation to ensure proper filing, version control, and archiving
- Assist in the preparation of project reports and presentations for clients and leadership
- Support general administrative needs of the construction team as priorities shift

Document Control & Management
- Serve as the primary administrator for project documentation, maintaining organized electronic files for all active projects, ensuring all team members can access current information efficiently
- Create and maintain project setup files, including folder structures, tracking spreadsheets, and contact lists
- Process and track project paperwork including change orders, RFIs (Requests for Information), submittals, work orders, and daily reports
- Ensure document control standards are followed across all projects, maintaining consistent naming conventions and version control
- Support project close-out procedures by organizing warranties, as-builts, O&M manuals, sign-offs, and quality control documentation

Financial Administration
- Track project costs and maintain budget tracking spreadsheets
- Process change order paperwork and maintain change order logs
- Coordinate with accounting to ensure timely processing of project-related financial transactions
- Maintain vendor and subcontractor payment tracking systems

Contract & Procurement Support
- Assist in the preparation of subcontracts, purchase orders, and service agreements
- Maintain contract files and track key contract dates and obligations
- Process certificates of insurance and maintain insurance tracking systems
- Coordinate subcontractor and vendor prequalification paperwork
- Support the tracking of contract deliverables and milestone dates

Bidding & Pre-Construction Support
- Assist with the assembly and coordination of bid packages and proposals as needed
- Support the collection and organization of subcontractor pricing and qualifications during bidding
- Help coordinate the distribution of bid documents and addenda
- Compile and organize technical information to support estimating efforts
- Attend pre-bid meetings when needed and take detailed notes
- Assist with quantity take-offs when workload demands and skill level permits

Project Schedule & System Maintenance
- Support Project Managers in maintaining project schedules in MS Project or similar software
- Update schedules based on information provided by PMs and field teams
- Generate schedule reports and distribute to project stakeholders
- Maintain project tracking systems and ensure information is current across all platforms (Procore, project management software, spreadsheets)
- Flag upcoming deadlines and critical dates for PM attention

Permit & Compliance Coordination
- Maintain permit files and ensure compliance documentation is current
- Coordinate inspections and track inspection results
- Support quality assurance documentation and