Administrative Assistant

6 days ago

Oakville, Canada First Onsite - CA Full time

Join Our Team as a Project Coordinator

Are you the organized powerhouse who keeps everything running like a well-oiled machine?

Do you thrive on coordinating moving parts, ensuring no detail is missed, and keeping projects on track from start to finish?

If you're known for your proactive approach, keen eye for detail, and love of organizing, then we have the perfect role for you

As a Project Coordinator at First Onsite, you'll be the essential link in our construction projects, supporting our Construction Managers and serving as the "spider in the web" that holds it all together. You'll communicate with homeowners, trades, and internal teams, keeping everything organized, efficient, and moving forward. This is your chance to bring your talent for scheduling, communication, and project coordination to a team that values excellence and teamwork.

Ready to make a meaningful impact? Apply today and join us in bringing projects to life with precision and professionalism

A DAY IN THE LIFE OF AN ADMINISTRATIVE ASSISTANT

As an Administrative Assistant/Project Coordinator, you are an organizational expert You manage multiple job files at one time from initiation through to receipt of payment. You are responsible for the quality of each file in terms of accuracy and completeness, combined with making sure that timelines are met. Following our standard operating procedures, you complete data entry, tracking, and updates. If any filing issues occur, you report them to the management lead and assist in providing a plan of action.

On a daily basis, you collaborate with Project Managers (PM) and Construction Managers (CM) regarding projects requiring attention and/or approaching deadlines to ensure no slippage in project planning. You continuously review projects to make sure that both the customers' and our standards/key performance indicators are being met. Following up with PMs, CMs, and other stakeholders, you ensure that all tasks and filing of documentation are completed.

You provide critical analysis of job performance including job costing, profitability, invoice accuracy, and application of customer standards. To achieve weekly billing goals, you ensure that all invoicing is completed. You enjoy your job as you are never bored and get to work in an exciting, fast-paced office

Qualifications:

  • The ability to engage professionally with homeowners, trades, and internal teams, always maintaining a positive and helpful attitude.

  • Clear, concise, and professional in all communications with internal and external stakeholders. Skilled in navigating and managing multiple lines of communication.

  • Proven ability to keep complex projects organized, tracking all details, and ensuring that nothing falls through the cracks. Familiarity with project management software like MONDAY is an asset.

  • Experience with relevant software, including ClaimTrak, Word, Excel, Outlook, Xactimate, and XactAnalysis.

  • Ability to type at least 50 words per minute to keep up with fast-paced communication demands.

  • A keen eye for detail, ensuring accuracy and thoroughness in all aspects of project coordination and documentation.

  • Competency in basic administrative tasks and accounting math to support project tracking and budget-related tasks.

  • Ability to anticipate project needs, identify potential roadblocks, and actively engage in finding solutions to keep projects on schedule.

  • A collaborative approach, understanding the importance of supporting Construction Managers and contributing to a positive team dynamic.

If you're organized, tech-savvy, and have a knack for keeping everything on track, we'd love to see you bring your talents to our team

ARE YOU READY TO JOIN OUR OFFICE TEAM?

If you feel that you would be right for this Administrative Assistant position, please fill out our initial 3-minute, mobile-friendly application. We look forward to meeting you

We thank all applicants, however, only those selected for an interview will be contacted.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, First Onsite Restoration will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources or the Hiring Manager of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

This posting is for an active, open position at First Onsite. We are currently seeking qualified candidates to fill this vacancy and encourage you to apply promptly to be considered.



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