Project Administrative Assistant

What you will do as a Project Administrative Assistant:

The Project Administrative assistant is an important part of the construction project team and is responsible for providing administrative support, coordinating procedures, and ensuring all documents related to the construction project are compliant. In collaboration with the project team, the incumbent will ensure to deliver quality work, on time. Be part of our team and enjoy a dynamic environment that will enable you to grow with every project!

Responsibilities

• Coordinate the administrative functions of the construction department (Taking meeting minutes, issuing purchase orders, change directives, etc.)
• Oversee change orders and requests for bids in collaboration with the project team members
• Create and organize construction documents including all health and safety compliance documents and subcontractor contracts
• Enter accounting data for billing purposes
• Manage Project Manager’s calendar for the organization and coordination of team meetings
• Manage project close out documents
• Prepare and compile supplier invoices and other documents necessary for approval and processing.
• Match invoices to packing slips
• Communicate with subcontractors or the client regarding billing documents and payments
• Liaise with the Accounting team at head office

Qualifications

• Diploma in Administration, Secretarial, or similar discipline
• Minimum of 3 years’ experience in a similar position, construction industry experience is considered an asset
• Experience/very good understanding of accounting functions
• Bilingual (French and English); advanced level of French required. The need for bilingualism is required to communicate to our clients and colleagues outside of Quebec
• Excellent knowledge of MS Office software; Tech-savvy with various computer software’s
• Strong teamwork abilities and ability to manage scheduling
• Ability to work within tight deadlines, strong time management skills and ability to prioritize in a dynamic and fast pace working environment
• Organized, meticulous and carries a team spirit