Administrative Coordinator

1 week ago

Halifax, Nova Scotia, Canada Ace Mechanical Ltd. Full time

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.

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