Administrator, Construction - Contract
Description
Role Summary
Reporting to Lead Construction Administrator, the successful candidate will support the Construction & Building Operations Team to ensure continued departmental and corporate success. The Administrator, Construction, is responsible for the day-to-day administrative tasks required to support the activities of the Construction team. This position works across a wide variety of functional areas and teams including departmental leads, external advisors, consultants, vendors and other third parties to ensure successful tracking, reporting and project execution.
The successful candidate will have strong organizational abilities, high attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment. They must also be computer savvy and comfortable learning new software, tools, and systems quickly. The successful candidate must be proactive, collaborative, and comfortable supporting both administrative and project-related tasks.
Core Responsibilities
- Provide general administrative support of a highly confidential and sensitive nature across multiple cities.
- Provide administrative support for Construction, Vacant Suite & landlord’s work projects, including; documentation, scope details, budgets, and project file setup.
- Coordinate and schedule meetings, site visits, and conference calls (audio & video).
- Screen and proactively act upon internal and external email communication.
- Prepare presentations, proposals, meeting minutes, reports, and other documentation.
- Maintain department-level databases, templates, shared drive folders, and standardized filing systems.
- Manage departmental vendor documentation and assist with new vendor set-ups
- Maintain Purchase Order lifecycle: creation, review, approval routing, and distribution.
- Manage the monthly invoicing process: receipt, distribution, review, coding, entry, and approval for projects.
- Create, review, and obtain approvals for monthly accruals.
- Create and maintain project files in Yardi Construction Manager, including budgets, contracts, change orders, and reporting.
- Support project finance tracking including reporting, benchmarking, forecasting, and cost library maintenance.
- Assist with day-to-day construction project coordination, including tracking, scheduling, and documentation.
- Assist in review and request of building drawings, plans, and specifications (administrative routing only).
- Prepare and coordinate permit applications and approval processes.
- Support close-out documentation including tracking deliverables and organizing files.
- Support proactive planning tasks including documentation, scheduling, and information gathering.
- Attend meetings for administrative notetaking and follow-up.
- Assist in establishing and enforcing Sustainable Design, BOMA Best, LEED standards
- Other tasks and responsibilities that may be assigned
- Maintain calendars, organize travel itineraries, and coordinate departmental logistics
- Attend site meetings as required for documentation and follow-up.
Required Skills & Experience
- 2–3 years of administrative experience in construction, project management, or property management environments.
- Experience with contract administration, purchase orders, capital expenditure tracking, invoicing, accruals, and project financial processes.
- Excellent interpersonal, oral, and written skills to with the ability to liaise with all levels within the organization; to work effectively with specialists across multiple sectors.
- Ability to cover teams of multiple professionals and manage multiple priorities with competing timelines
- Exceptional time-management, organizational, and problem-solving skills.
- Proficient with computers, strong technical aptitude and able to learn new software, tools, and systems efficiently.
- Advanced knowledge of MS Office (Excel, Outlook, Word, PowerPoint).
- Ability to work collaboratively within a small, high-performing team.
- Experience with Yardi Job Cost and Construction Manager/Yardi Voyager is considered an asset.
- Fluency in English required; French is an asset.
This is a 12-month contract opportunity.
Our people are what makes us different. At Pure Industrial we are committed to workplace diversity and inclusion within our organization; therefore, we encourage all qualified persons from all backgrounds to apply. Accommodations are available, upon request, to all applicants with disabilities throughout our hiring process. Successful applicants will also be subject to a background check.
Approximate Salary Range for Role: $60,000-$67,000/year
Our salary ranges are determined by role, level, and location. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all Canada locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.
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