Reception & Project AdministratorK.I.B. Building Restoration Inc. • Mississauga, Ontario, Canada
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Reception & Project Administrator
K.I.B. Building Restoration Inc.
- Mississauga, Ontario, Canada
- Mississauga, Ontario, Canada
Über
Founded in 1999, K.I.B. Building Restoration Inc. is a leader in building restoration across Ontario. With over 26 years of expertise, the company is known for high-quality results delivered on time and within budget. K.I.B. has built strong, enduring relationships with clients, which include Property Managers, Building Owners, Consulting Engineers, School Boards, and Government Organizations. Driven by a commitment to outstanding service, K.I.B. continuously seeks innovative ways to exceed client expectations.
Role Description
This full-time, on-site role is based in Mississauga, ON. The Reception & Project Administrator is responsible for providing comprehensive administrative support to the project management and estimating teams. This role plays a key part in ensuring smooth day-to-day project operations by coordinating communications, managing documentation, supporting tender processes, and maintaining organized project records. The Project Administrator acts as a central point of contact between internal teams, subcontractors, suppliers, clients, and couriers to ensure projects are efficiently documented, tracked, and supported from tender stage through completion.
Qualifications & Requirements
Diploma or certification in Business Administration, Office Administration, Construction Administration, or a related field preferred.
Minimum of 2 years of administrative experience; experience in construction or building restoration is considered a strong asset.
Strong organizational and time-management skills with the ability to manage multiple projects and deadlines simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with construction management or accounting software (QuickBooks) is an asset.
Strong attention to detail and accuracy in document preparation and data entry.
Ability to work in a fast-paced construction environment while maintaining professionalism and confidentiality.
Knowledge of construction documentation (tenders, contracts, change orders, insurance certificates, WSIB documentation) is an asset.
Responsibilities:
Monitor, review, and respond to incoming emails; distribute correspondence to appropriate internal team members.
Answer and direct incoming phone calls professionally.
Greet visitors, clients, subcontractors, and suppliers and direct them accordingly.
Sort and distribute incoming mail and packages from courier services.
Coordinate courier shipments and deliveries for project-related documents and materials.
Create and organize tender files (digital and physical), including drawings, specifications, addenda, and bid documents.
Assist in preparing and submitting tender packages in accordance with client and consultant requirements.
Support the closing of tenders by organizing final bid documentation and internal records.
Process vendor bills and assist with invoice tracking in coordination with the accounting department.
Maintain organized project documentation including contracts, subcontracts, purchase orders, change orders, and insurance certificates.
Track project documentation and assist project managers with administrative reporting requirements.
Coordinate meetings, prepare minutes when required, and assist with project scheduling updates.
Ensure accurate filing and record-keeping in compliance with company policies and industry standards.
Provide general administrative support to project managers, estimators, and senior management as required.
Other duties as assigned.
Sprachkenntnisse
- English
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