Administrative Coordinator

2 days ago

Halifax NS BK V, Canada Ace Mechanical Limited Full time $60,000 - $85,000 per year

Job Title: Administrative Coordinator

Organization: Ace Mechanical Ltd.

Division: Head Office

Location: Halifax Regional Municipality (HRM); office at 3016 Monaghan Drive, Halifax NS B3K 2V9

Website:

Number of Positions: 1

Hours: Regular office hours 7:00 am – 3:30 pm, with occasional site visits and after-hours work as required

Summary

Ace Mechanical Ltd. is hiring a detail-oriented, highly organized Administrative Coordinator to keep project teams running smoothly. This role centres on office and project administration, document control, coordination between teams, and supporting Estimating/Procurement, Accounting and Project Management with day‑to‑day operational tasks. Construction experience is an asset but strong administrative skills and the ability to manage competing priorities are the priority for this hire.

Key Responsibilities

  • Administrative Coordination: Maintain contracts, project files, compliance records, and ensure documentation is complete and accessible.
  • Document Control: Manage incoming and outgoing project documents, maintain version control, and ensure timely distribution to stakeholders.
  • Meeting & Team Support: Prepare agendas, schedule and coordinate meetings, take and track action items, and follow up to closure.
  • Billing & Financial Support: Assist with invoice routing and approvals and credit note tracking, and support preparation of schedules of values and billing process.
  • Labour and Cost Tracking: Maintain labour trackers and support routine project cost monitoring and reporting.
  • Procurement & Materials Tracking: Log purchase orders, confirmations, and update material status for projects.
  • Change and Correspondence Coordination: Support RFIs, site instructions, and change order administration (documentation, routing, and record updates).
  • Project Close‑Out Support: Assemble and organize close‑out documentation and checklists.
  • Cross‑Functional Assistance: Provide ad‑hoc administrative support to Accounting and Project Management teams.
  • Occasional Site Visits: Attend job sites for administrative tasks, coordination, and team support.

Qualifications

  • Education & Experience Diploma in Engineering Technology, Business Administration, Construction Administration, or equivalent experience.
  • Experience Entry level to 1–3 years in an administrative, office coordination, or project support role; construction or trades exposure is an asset but not required.
  • Software Proficiency Proficient with Microsoft Office 365; experience with Sage and estimating tools is an asset.
  • Skills Exceptional organization and attention to detail; strong time management skills and ability to manage competing priorities; clear written and verbal communication; comfortable liaising with a variety of stakeholders; reliable, proactive and solutions oriented.
  • Other Valid driver's license and ability to visit sites across HRM.

Compensation and Benefits

  • Competitive salary commensurate with experience.
  • Vacation allowances.
  • Comprehensive health and dental benefits.
  • Defined contribution pension plan with employer contributions.
  • Diverse team and exposure to a variety of mechanical construction projects.

How to Apply

Submit a resume and cover letter outlining relevant qualifications. Please include two professional references and your earliest available start date. Shortlisted candidates will be contacted with a proposed interview timeline.

Job Types: Full-time, Permanent

Pay: $25.00-$32.50 per hour

Expected hours: 40 per week

Benefits:

  • Dental care
  • Paid time off
  • RRSP match

Work Location: In person

  • Administrative Coordinator

    2 weeks ago

    Halifax, Nova Scotia, Canada Accounting Staffing And Administrative Staffing Full time $45,000 - $65,000 per year

    Job DescriptionWe are looking for motivated, focused, and friendly professionals to join our clients throughout Halifax and Dartmouth. A range of administrative, coordination, and office support opportunities are available, including both permanent and contract positions. Ideal candidates are adaptable, enjoy collaborating with others, and take pride in...

  • Administrative Coordinator

    3 days ago

    Halifax, Nova Scotia, Canada Accounting Staffing And Administrative Staffing Full time $45,000 - $65,000 per year

    Job DescriptionAre you an organized, detail-oriented professional with experience in administrative support within an accounting or tax environment? We're looking for a proactive and efficient Administrative Coordinator to join our client's established, reputable, and local mid-sized accounting and tax firm in Halifax, Nova Scotia. This newly created role...

  • Accounting and Administrative Coordinator

    2 days ago

    Halifax, Nova Scotia, Canada Accounting Staffing And Administrative Staffing Full time $40,000 - $55,000 per year

    Job DescriptionOur client, a growing and dynamic creative team in Halifax is seeking an Accounting & Administrative Coordinator to join their versatile team. This role offers the opportunity to work in a collaborative, energetic, and casual environment while contributing to both accounting and administrative functions.Key Responsibilities for the...

  • Administrative Assistant

    6 hours ago

    Halifax, Nova Scotia, Canada Accounting Staffing And Administrative Staffing Full time $45,000 - $65,000 per year

    Job DescriptionWe are seeking two focused and meticulous Administrative Assistants to join our client's professional team in Halifax, Nova Scotia. The ideal candidates will be highly organized, attentive to detail, and capable of managing sensitive and confidential information. These roles will provide support to a busy and dynamic department where...

  • Strategic Initiatives Coordinator

    2 weeks ago

    Halifax, Nova Scotia, Canada Accounting Staffing And Administrative Staffing Full time $60,000 - $80,000 per year

    Job DescriptionAre you passionate about driving meaningful change and supporting community-focused initiatives? Our client, a Canadian organization dedicated to advancing equity, is seeking a Strategic Initiatives Coordinator to join their Halifax team. This role plays a key part in supporting and coordinating strategic initiatives, special projects, and...

  • Care Coordinator

    2 days ago

    Halifax, NS BK W, Canada PRAXES Full time $60,000 - $85,000 per year

    About Us:PRAXES Medical Group, headquartered in Halifax, Nova Scotia, has been a trusted provider of innovative healthcare solutions for over 28 years. In partnership with Nova Scotia Health, PRAXES operates the Mentor Clinic as a not-for-profit, collaborative primary care clinic built on the family health team model.This approach places patients at the...

  • Administrative Assistant Automotive Operations

    1 week ago

    Halifax, NS BK N, Canada Century Auto Group Full time $96,000 - $120,000 per year

    Job Posting: Administrative Assistant – Automotive OperationsLocation: Century Mazda, Halifax, Nova ScotiaCompany: Century Auto GroupJob Type: Full-time, PermanentCompensation: $19–$23 per hour, based on skillset and experienceCentury Mazda, a proud member of the Century Auto Group, is seeking a detail-oriented andproactive Administrative Assistant to...

  • Project Finance Coordinator

    11 hours ago

    Halifax, Nova Scotia, Canada Accounting Staffing And Administrative Staffing Full time $45,000 - $65,000 per year

    Job DescriptionOur client, a forward thinking and reputable organization, is seeking a Project Finance Coordinator to join their team in Halifax. The ideal candidate is detail-oriented, proactive, and thrives in a collaborative, fast-paced environment where priorities can shift quickly.Key Responsibilities for the Job:Coordinate with project teams and...

  • Administrative Coordinator

    2 days ago

    Halifax, Nova Scotia, Canada Ace Mechanical Ltd. Full time $42,000 - $72,000 per year

    Job Title: Administrative CoordinatorOrganization:Ace Mechanical Ltd.Division:Head OfficeLocation:Halifax Regional Municipality (HRM); office at 3016 Monaghan Drive, Halifax NS B3K 2V9Website:Number of Positions:1Hours:Regular office hours 7:00 am – 3:30 pm, with occasional site visits and after-hours work as requiredSummaryAce Mechanical Ltd. is hiring a...

  • Accounting Administrator

    2 weeks ago

    Halifax, Canada Accounting Staffing And Administrative Staffing Full time

    Job Description We’re seeking a mature reliable and independent Accounting Administrator to support a small collaborative accounting team within a healthcare environment in Halifax. This part‑time role (three days per week) is well‑suited for someone who thrives in a hands‑on position and enjoys a variety of accounting support duties. Key...