Office Administrator

About the Position

Reporting to the Office Manager, the Office Administrator is involved with the completion of all construction project-related activities, as well as providing administrative support to those in pre-award, pre-construction, and post-construction stages. This includes managing all incoming and outgoing information for the projects. Perform other administrative support duties as required to help the company deliver successful projects.

Position Responsibilities *Including but not limited to:

General Project Administration

• Create and maintain project directories / contact lists.
• Working with the Construction Administration Manager and Office Manager, ensure the proper configuration of Construction Software for each project.
• Ensure that all incoming and outgoing project documents are saved digitally within a standard filing system, maintaining version control and creating records of distribution.
• Set up and maintain any hard copy filing systems requested by the Project Manager.
• Upon the completion of a project, ensure that the various systems are reconciled and “closed out”.
• Help the Office Manager define and track key project milestones.
• Schedule, document and issue minutes for meetings, as required.
• Draft client billings
• Maintain Labour management software system

Financial Management Support

• Enter approved Contracts into Construction Software.
• Ensure that the finalized budget is entered in Construction Software
• Review budget on a regular basis with the Office Manager to help ensure accurate cost reporting
• Create draft Purchase Orders for approval
• Create Letters of Intent and draft Subcontracts for approval
• Ensure all insurance is in place and is kept current for all subcontractors working on projects
• Review all incoming invoices against POs / subcontracts, reconciling for ease of accounting administration.
• Create draft Change Orders and track progress Manage the Open Change Events log.
• Track billable invoices and crate billing records for clients
• Create draft Invoices (payment applications) and track progress
• Assist the Office Manager prepare monthly project reports.
• Working with the Office Manager on key administration reports
• Managing various vendor transactions as required

Qualifications

The ideal candidate will meet the following requirements:

The following qualifications are just suggested guidelines. Personality, attitude and personal attributes are most critical to the success of the incumbent in this role.

• 3+ years of previous administrative experience, preferably within a construction environment or similar.
• A post-secondary degree/diploma in business administration, construction management, information management, or a related field preferred

About the Company

Dora Construction
60 Dorey Ave, 100
Dartmouth, Nova Scotia B3B 0B1

Company Contact

Betsy Sisco
bsisco@doraconstruction.com
Preferred Contact: Email

Documents to be Forwarded

• Resume