Executive Assistant/Project Coordinator

RJS Construction Ltd.

Executive Assistant / Project Coordinator

Join a Company That Puts People First

At RJS Construction Ltd., we believe in building more than projects. We build relationships, communities, and careers. As a trusted general contractor serving institutional, commercial, and light industrial clients across the Lower Mainland, we're proud to offer a family-first, collaborative work culture. Our core values-Family First, Be Honest, Be Respectful, Be Accountable-guide everything we do.

We are currently seeking a dynamic Executive Assistant / Project Coordinator to join our team on a BC Housing renovation project in the Lower Mainland. This unique role combines executive assistant duties with hands-on project coordination, making it ideal for someone looking to thrive in a multi-faceted, fast-paced environment.

Key Responsibilities

Project Coordination:

Serve as the primary liaison between the client, property residents, the Society, consultants, and the RJS construction site team.Organize and manage tenant access schedules, ensuring smooth communication between tenants and construction personnel.Coordinate project meetings, including scheduling, attending, and documenting discussions and action items.Manage project documents including contracts, change orders, RFIs, POs, and other essential paperwork.Maintain logs of complaints, concerns, and notices for project tracking.Support the field team with administrative tasks such as scheduling safety training and ensuring compliance with regulations.Assist with the unit preparation, including lifting and moving residents' items when necessary.

Administrative Support:

Manage executive calendars and coordinate appointments, meetings, and travel arrangements.Handle phone calls, emails, and other communications on behalf of the executive team.Process expense reports, manage corporate credit cards, and reconcile transactions.Administer office benefits and handle payroll-related tasks such as GST, Employer Health Tax, and WCB payments.Provide general office support and assist with company subscriptions and professional memberships.

Document & File Management:

Organize and maintain project-related documentation including contracts, permits, and city licenses.Ensure fleet insurance renewals are up-to-date and handle criminal record checks for new employees.Draft and edit reports, correspondence, and presentations.

Financial Support (Optional):

Assist with accounts payable/receivable, progress billing, and preparing financial reports.

The Ideal Candidate:

A minimum of 1 year of experience in construction project coordination, with familiarity in working on small to medium-sized projects.Experience with Procore and strong Microsoft Office skills (Excel, Outlook, Teams).Ability to read and interpret construction documents, drawings, and schedules.Strong organizational and problem-solving skills, with a proactive approach.Ability to manage multiple tasks, adapt to change, and collaborate effectively across different teams.Strong written and verbal communication skills.Ability to professionally handle confidential information and interact with a variety of stakeholders.

What We Offer:

Competitive salary based on experience.Comprehensive benefits package including dental, health, life insurance, and vision care.Paid time off and company events.RRSP match program.A supportive, family-first culture that promotes work-life balance and career growth.

Job Type: Full-time, Permanent

Schedule: 8-hour shift, Monday to Friday

Work Location: In person, Lower Mainland

Application Question:

Are you able to provide a criminal clearance letter?

Qualifications:

Minimum 1 year of experience in construction project coordination.Experience in executive assistance is a plus.

At RJS Construction Ltd., we are committed to creating an inclusive, respectful work environment. We are looking for someone who aligns with our values and is eager to make a real impact.

Learn more about us at: https://rjs-