Construction Administrative Assistant

at  Canstar Restorations LP

COMPANY OVERVIEW

Canstar is a Canadian restoration company, owned and operated since we opened in 1985. We have branches both in BC and in AB. Canstar focuses on helping people after experiencing a fire, flood or other structural trauma to their home/business.
We love taking part in community events and are pleased to help our furry friends by sponsoring the BCSPCA. We pride ourselves as being the best in the restoration industry by providing excellent service, prioritizing safety, and delivering a very high level of 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 Coordinator 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.

Duties and Responsibilities

• Open jobs in PSA Web & Encircle
• Review jobs opened by Call Center and fix/update missing or incorrect information
• Guide the policyholder/client to upload photos & sign Work Authorization in Encircle
• Coordinate with internal staff to have Work Authorization signed if the policyholder/client is not comfortable with this
• Upload Work Authorization to XA when required
• PSA date entry – Loss, Received, Contacted, Inspected, Actual Start, Target Completion, Actual Completion, COC uploaded, Last Day on Job (when applicable), Production closed, Approved, estimate uploaded (if traditional quote), enter scope date and sent 24-hour date report and HMI date
• Confirm XA & Symbility date entry – Contacted, planned inspection, inspected, Target start, Job started, Target complete, Completed
• Create estimated revenue work orders within 24 hours of site inspection
• Update estimate revenue work orders when quote/estimate is approved
• Forward 24-Hour Reports to clients through PSA & upload to XA when required
• Upload Emergency Scope to Encircle
• Send traditional scopes to clients as required
• Confirm Deductible, Inspection/Estimation Fee, and Interim Invoice requirements and request invoice creation/submission
• Assigning gatekeeper for estimating once all info is collected
• Review “Received Jobs Report” or “Job Management Report” daily – Check for new jobs that are missing the estimated revenue and check for any job info. that needs to be updated in PSA
• Review jobs in PSA whenever you are in them to – Check for missing dates (“Not Started”, “Not Contacted”, “Not Inspected”, “Not Completed”).
• Issue RFQs to sub-trades
• Track sub-trade quotes and follow-up to ensure timely submission – Notify PM when all sub-quotes received for quoting purposes
• Create/format & send traditional quotes and/or scopes to clients
• Collect/send information to estimating team to prepare/revise estimates
• Follow up on questions from the estimating team, and ensure timely PM approval/upload
• Enter, coordinate, maintain, and communicate job schedules
• Maintain property access and contact information in PSA
• Issue and track all work orders
• File management (PSA) – Save in-coming attachments, ensure proper uploading and labelling in PSA
• Maintain ongoing communication with property owners, PM Team, in-house departments, sub-trades, adjusters, property managers, and owners/tenants to ensure efficient job progress and completion and document them in PSA
• Follow up with NR loss list and disposal authorization
• Facilitate with new subtrade set up
• Request Cost Transfers
• WIP report management
• Updates/uploads to XA or Symbility as required
• Review/Sign/Submit Site Supervisor timesheets
• Read & respond to emails as required
• General Release Forms
• Coordinate disposal of non-restorable content
• Complete File Close procedures (including all steps to close off D files, except for the invoice for D file against subtrades).
• Check for any required revisions to estimate and inform invoicing, if happening after work completion.
• Coordinate Completion Certificate final document sign off with Site Supervisors (upload to XA when required)
• Month-end Reports – Job Active Job Management & Open Work Orders (PSA)

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

WHO WE ARE LOOKING FOR:

A Project Coordinator’s challenging and fast-paced environment require excellence to keep things running smoothly. They must be able to work well under pressure without sacrificing quality. A good Project Coordinator 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 Coordinator 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 a fast-paced 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

Working Conditions

• Monday – Friday, day-time hours 8:00 am to 4:30 pm. Occasional overtime is required

Perks of working for Canstar…

• Competitive compensation
• Extended health and dental benefits for you and your family
• Flexible hours and work from home opportunities
• Great company culture and career advancement opportunities
• Industry-related Tuition Reimbursement (50% - 100% of tuition costs!)

• Open jobs in PSA Web & Encircle
• Review jobs opened by Call Center and fix/update missing or incorrect information
• Guide the policyholder/client to upload photos & sign Work Authorization in Encircle
• Coordinate with internal staff to have Work Authorization signed if the policyholder/client is not comfortable with this
• Upload Work Authorization to XA when required
• PSA date entry – Loss, Received, Contacted, Inspected, Actual Start, Target Completion, Actual Completion, COC uploaded, Last Day on Job (when applicable), Production closed, Approved, estimate uploaded (if traditional quote), enter scope date and sent 24-hour date report and HMI date
• Confirm XA & Symbility date entry – Contacted, planned inspection, inspected, Target start, Job started, Target complete, Completed
• Create estimated revenue work orders within 24 hours of site inspection
• Update estimate revenue work orders when quote/estimate is approved
• Forward 24-Hour Reports to clients through PSA & upload to XA when required
• Upload Emergency Scope to Encircle
• Send traditional scopes to clients as required
• Confirm Deductible, Inspection/Estimation Fee, and Interim Invoice requirements and request invoice creation/submission
• Assigning gatekeeper for estimating once all info is collected
• Review “Received Jobs Report” or “Job Management Report” daily – Check for new jobs that are missing the estimated revenue and check for any job info. that needs to be updated in PSA
• Review jobs in PSA whenever you are in them to – Check for missing dates (“Not Started”, “Not Contacted”, “Not Inspected”, “Not Completed”).
• Issue RFQs to sub-trades
• Track sub-trade quotes and follow-up to ensure timely submission – Notify PM when all sub-quotes received for quoting purposes
• Create/format & send traditional quotes and/or scopes to clients
• Collect/send information to estimating team to prepare/revise estimates
• Follow up on questions from the estimating team, and ensure timely PM approval/upload
• Enter, coordinate, maintain, and communicate job schedules
• Maintain property access and contact information in PSA
• Issue and track all work orders
• File management (PSA) – Save in-coming attachments, ensure proper uploading and labelling in PSA
• Maintain ongoing communication with property owners, PM Team, in-house departments, sub-trades, adjusters, property managers, and owners/tenants to ensure efficient job progress and completion and document them in PSA
• Follow up with NR loss list and disposal authorization
• Facilitate with new subtrade set up
• Request Cost Transfers
• WIP report management
• Updates/uploads to XA or Symbility as required
• Review/Sign/Submit Site Supervisor timesheets
• Read & respond to emails as required
• General Release Forms
• Coordinate disposal of non-restorable content
• Complete File Close procedures (including all steps to close off D files, except for the invoice for D file against subtrades).
• Check for any required revisions to estimate and inform invoicing, if happening after work completion.
• Coordinate Completion Certificate final document sign off with Site Supervisors (upload to XA when required)
• Month-end Reports – Job Active Job Management & Open Work Orders (PSA