Key Responsibilities & Accountabilities
- Manage document control processes, including receiving, tracking, distributing, and filing all project documentation.
- Organize and maintain both electronic and hard-copy project files in accordance with company standards.
- Administer the RFI and shop drawing processes, ensuring timely distribution, tracking, and close-out.
- Manage all project tracking systems and online file transfer (FTP) platforms.
- Provide administrative and coordination support to the Senior Vice Presidents, including scheduling meetings, arranging conference calls, and preparing agendas.
- Record meeting minutes and distribute to all attendees in a timely manner.
- Draft memos, correspondence, and covering letters as required.
- Develop and maintain positive working relationships with subcontractors, consultants, and suppliers.
- Create and issue Purchase Orders; collect, review, and process invoices.
- Assist with change order administration, including pricing requests, tracking, processing, and assessing cost and schedule impacts prior to review with the Project Manager and Senior Vice President.
- Assist with issuing subcontracts and monitoring subcontractor progress and compliance.
- Support enforcement of contractual responsibilities with subcontractors.
- Assist in developing performance status reports related to cost forecasts, project schedules, and safety metrics.
- Support tracking of project milestones, procurement status, and deliverables.
- Support site staff with safety documentation and records.
- Assist with establishing and maintaining project safety and environmental programs.
- Provide proactive support to ensure compliance with health and safety requirements.
- Assist with all aspects of project close-out, including archiving documents, collecting maintenance and warranty manuals, managing deficiencies, and tracking warranty work.
- Acquire and organize product manuals, warranty letters, inspection reports, and certifications from subcontractors and consultants.
- Manage site and office supplies.
- Prepare mailings and courier packages.
- Provide general office support, including filing, scanning, photocopying, and document distribution.
- Support coordination of marketing and internal distribution materials when required.
- Take the lead on assigned tenders, ensuring adherence to company procedures, meeting critical deadlines, and assisting with the preparation and presentation of bid recaps.
The Ideal Candidate
- University or college degree in Engineering, Architecture, Construction Management, or a related field;
- 1–3 years of experience in a similar project coordination or construction support role;
- Proficient in Microsoft Office, Microsoft Project, and Excel;
- Strong organizational, communication, and time-management skills;
- Strong analytical skills with excellent attention to detail;
- Ability to work effectively under pressure in a deadline-driven environment;
- Exceptional verbal and written communication skills and a collaborative, team-oriented mindset;
- Proactive, dependable, and eager to learn within a collaborative team environment.
