Administrative Assistant

at  Canstar Restorations LP

COMPANY OVERVIEW

Operating since 1978, Lydale is one of western Canada’s most trusted full-service property restoration contractors, specializing in complete clean-up and reconstruction (both commercial and residential) of property damaged from wind, water, and/or fire. In spring of 2024 Lydale joined forces with Canstar Restorations. Canstar, founded in 1985, has grown to include 18 offices servicing British Columbia, Alberta, and Saskatchewan. We pride ourselves as being the best in the restoration industry by providing excellent service, prioritizing safety, and delivering high quality work to our customers.
We take good care of our team too! We like to have fun and celebrate our success.

POSITION OVERVIEW

The Project Manager Assistant’s responsibilities include working closely with our project management team to prepare comprehensive action plans, including resources, timeframes and budgets for projects. You will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling financial queries. To succeed in this role, you should have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines.

WHO WE ARE LOOKING FOR:

A Project Managers Assistant must be able to work well under pressure without sacrificing quality. A good Project Manager Assistant should be detail-oriented, dependable, a problem solver and a good communicator. They have a great attitude and a willingness to do what it takes to get the job done. Other important attributes of a Project Manager Assistant are:

• Strong computer skills including Microsoft Office suite (Outlook, Word, Excel) with the ability to accurately type 40 words per minute
• Exceptional customer service and interpersonal skills
• Ability to multi-task in a fast-paced environment and prioritize in an ever changing environment
• Ability to resolve conflict, prioritize and remain calm in high-stress situations
• Ability to use strong coordination and computer skills to maintain ongoing communications with property owners, the project management team, in-house departments and sub-trades to ensure efficient job progress and completion
• Ability to receive new jobs via phone/email and enter it into the project management software while coordinating work authorization document sign-offs as required.
• Ability to think critically and exercise good judgement

QUALIFICATIONS AND EXPERIENCE

• 3-5 years of experience in an administrative role is essential
• 3-5 years of experience working in either construction, restoration, property management/strata or insurance preferred
• Strong computer skills including Microsoft suite (Outlook, Word, Excel)
• The ability to accurately type 40 words per minute
• Strong administrative and clerical skills
• Strong customer service skills
• Ability to multitask and prioritize in an ever-changing environment

• Provide day to day support for Project Managers
• Work with Project Managers to schedule and coordinate projects (start to finish)
• Administration of claims files
• Data entry and tracking of milestone dates and progress updates in industry software
• Maintain knowledge of Insurance Company protocols to ensure Service Level Agreements are met
• Work as a team member communicating with Project Managers, Adjusters, Subtrades, and Customers
• Minor revisions to estimates
• Responsible for collecting work authorizations and deductibles from clients.
• Aid project managers on doing Buildertrend timeline schedules for projects.
• Assist Project Manager/Estimator on assignment notes in XactAnalysis and ensure notes are complete timely
• Ensure site inspections are documented using target start and completion dates for all assignments.
• Fill out & collect completions when projects are complete.
• Process deductible invoice requests
• Send COCs (and WAs) by DocuSign and follow up.
• Provide vacation coverage for other team members as needed

Health and Safety

• Ensure that self and others adhere to Canstar’s health and safety practices and procedures
• Ensure good housekeeping is kept to perform work safely and efficiently
• Understand safety policies and protocols
• Ensure that self and others on site are wearing all required PPE, when required