CONSTRUCTION ADMINISTRATIVE ASSISTANT

Drain Bros. Excavating Limited / Balterre Contracting Limited are a large privately owned construction company which has been in business for over 50 years. Our company specializes in a large range of construction projects, such as sewer, watermain, road building, excavation, asphalt paving and aggregate supply. We have an immediate opening for a Construction Administrative Assistant to join our team. The Ideal candidate will have strong communication, teamwork skills, computer skills, and organizational skills.

ADDITIONAL EXPERIENCE:

· Assist Project Managers with every aspect of their projects (pre-contract and post-contract).
· Creating and maintaining project files, including contracts, change orders, and project communications, ensuring they are up-to-date and accessible.
· Prepare field files to ensure that all relevant items are included in the job package for Site Superintendents/Foreman.
· Create Sub-Contract and Vendor Packages by making sure all paperwork complies (WSIB, COI, H&S Policy), has signatures, and purchase orders have been provided.
· Coordinate proper procurement of construction materials ensuring timely delivery and accuracy of purchase orders.
· Work with the Project Manager in preparing the monthly payment applications and send them to the appropriate Owners/Contractors on or before the specified date outlined in the contract.
· When the monthly payment application is approved provided the Subcontractor’s their sub-pcs to invoice accordingly.

REQUIRED SKILLS AND QUALIFICATIONS:

· Proven experience as an administrative assistant or similar role.
· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
· Excellent organizational and time management skills.
· Strong communication and interpersonal abilities.
· Ability to work independently and as part of a team.

· Provide Administrative and clerical support to the Construction Manager/Estimators/Project Managers.
· Provide comprehensive support to ensure the efficient operation of the Norwood South Office.
· Managing schedules, coordinating meetings, and setting up appointments to keep workflows organized and meet deadlines.
· Handling phone calls, emails, and other correspondence while prioritizing urgent matters and maintaining professional communication.
· Maintaining and organizing files, records, and documents in digital and physical formats for easy access and retrieval.
· Preparing reports, presentations, and spreadsheets by compiling data and formatting information in a clear, professional manner.
· Ordering office supplies, managing inventory levels, and coordinating equipment maintenance to ensure a well-stocked and efficient workspace.