Administrative Coordinator

As a leading construction services contractor we are involved in a number of large scale complex construction projects and are now looking to grow our team.

To truly excel in this role you must have the ability to develop solid relationships and effectively communicate with both internal and external clients to positively influence others and drive for results.

You are comfortable working in a fast-paced environment, can proactively multi-task and manage multiple priorities. You exhibit strong leadership skills and have the potential to take the lead on projects, make timely decisions to achieve desired results.

As our Administrative Coordinator you:

• Support Project Managers and Administrative Team to develop and actively maintain project schedules and ensure project targets are achieved.
• Manage ticketing inbox – Services work orders, project tracking, scheduling
• Maintain and update document control logs and follow through on project management procedures: change orders, as-built drawings, close out documents.
• Collect cost data for Project Managers in preparation for monthly large project billings
• Manage all incoming time sheets for subcontractors and approve invoice payments
• Complete data entry into appropriate systems (SalesForce & Dynamic)
• Manage any discrepancies and revised timesheets as applicable
• Issue work orders to technicians and close work orders as necessary
• Prepare work orders for the purpose of final billing for client
• Collect data for tracking old/outstanding work orders (work-in-progress reports)
• Provide status updates of work in progress and support with project forecasting, cost control and Plan Group’s T.I.M.E. efficiency program.
• Maintain records of all materials used and the progress made on the job in line with company guidelines.
• Proactively identify and bring to management’s attention potential problems and/or schedule delays.
• General office services duties (arrange housekeeping, office supplies orders, uniform orders)
• Maintain office vacation calendar

Our Ideal Candidate has:

• You have related post-secondary education and a minimum of five (5) years related experience
• You are proficient in Microsoft Office and MS Project; experience with scheduling; as well as having intermediate to advanced level Excel knowledge
• software such as Primavera and Procore an asset.
• Strong administrative skills and strong attention to detail is a must.
• Be a motivated self-starter.