Administrative Assistant

Firstonsite Restoration; Calgary; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Health and dental benefits

RRSP matching

Job summary

First Onsite Restoration is seeking an organized Administrative Assistant (Project Coordinator I) in Calgary, Alberta. You will support Project Managers and Construction Managers by tracking progress, managing documentation, and keeping teams aligned from start to finish.

In this fast-paced role, you will review files, monitor timelines, prepare invoices, and maintain digital records. Strong communication and attention to detail are essential to ensure project success and client satisfaction.

Qualifications

• 1-3 years of office administration or project coordination experience, preferably in construction or restoration.
• High school diploma or equivalent required; post-secondary education in business or construction administration an asset.
• Proficiency with Microsoft Office Suite and comfort using digital tools and project tracking systems.
• Experience with XactAnalysis required; Xactimate knowledge an asset.
• Strong organizational skills with exceptional attention to detail.
• Effective communicator who can manage multiple priorities and tight timelines.
• Basic accounting and data entry skills, with an understanding of job costing and billing.
• Team-oriented mindset with a commitment to providing excellent client service.

Responsibilities

• Review files and double-check that timelines and standards are on track.
• Maintain communication with Project Managers, Construction Managers, and subcontractors to keep progress flowing.
• Prepare invoices, follow up on accounts receivable, and keep digital records organized.
• Spot potential issues and help solve problems to keep projects on schedule and ensure client satisfaction.

Skills

Office administration

Project coordination

Construction industry experience

Education

High school diploma or equivalent

Post-secondary in business or construction administration (asset)

Tools

Microsoft Office Suite

XactAnalysis

Xactimate

Job description

Are you an organized multitasker who thrives on keeping projects on track and details in order? As our Administrative Assistant (Internally known as Project Coordinator I), you'll be the steady force that ensures every restoration project runs smoothly from start to finish. You'll support Project Managers and Construction Managers by tracking progress, managing documentation, and helping teams stay aligned. If you enjoy a fast-paced environment where accuracy and collaboration matter, this role will give you the opportunity to make a real impact on project success and client satisfaction.

A DAY IN THE LIFE OF PROJECT COORDINATOR

As a Project Coordinator, you'll be at the heart of every restoration project, making sure the moving parts come together seamlessly. You'll review files, double-check that timelines and standards are on track, and stay in constant communication with Project Managers, Construction Managers, and subcontractors to keep progress flowing. You'll prepare invoices, follow up on accounts receivable, and keep digital records organized so nothing slips through the cracks. You'll spot potential issues before they cause delays, solve problems with a calm, practical approach, and keep everyone in the loop from start to finish. Your organization, communication, and initiative will help every project run smoothly and every client feel supported from the very first call to the final closeout.

Qualifications

• 1-3 years of office administration or project coordination experience, preferably in construction or restoration
• High school diploma or equivalent required; post-secondary education in business or construction administration an asset
• Proficiency with Microsoft Office Suite and comfort using digital tools and project tracking systems
• Experience with XactAnalysis required; Xactimate knowledge an asset
• Strong organizational skills with exceptional attention to detail
• Effective communicator who can manage multiple priorities and tight timelines
• Basic accounting and data entry skills, with an understanding of job costing and billing
• Team-oriented mindset with a commitment to providing excellent client service

Who We Are

At First Onsite, the work you do every day makes a real impact. You'll help communities rebuild and families recover after unexpected events. We offer competitive pay, comprehensive health and dental benefits, and RRSP matching because we believe in taking care of our people. You'll have opportunities to learn, grow, and build a lasting career across Canada in a culture that values care, collaboration, and doing the right thing. If you thrive in a team environment and want to make a meaningful difference, we'd love to hear from you.

Let's Rebuild Together

By submitting your application, you consent to the collection, use, disclosure, and storage of your personal information by FirstOnsite Restoration Limited operating as First Onsite Property Restoration ("First Onsite") for purposes related to your application for employment. This includes information gathered during the recruitment and interview process. Your personal information may be shared internally with relevant personnel involved in the hiring process.

First Onsite is committed to handling your personal information in accordance with applicable federal and provincial privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and any other relevant privacy legislation in your province or territory. If you have questions about how your personal information is handled, or if you wish to request access to your information, please contact our HR Department.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, First Onsite Restoration will provide accommodations throughout the recruitment and selection process to applicants with disabilities. If selected to participate in the recruitment and selection process, please inform Human Resources or the Hiring Manager of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.