Administrative Assistant - Preconstruction

Pomerleau; Ottawa; Hybrid; CAD 52,000 - 72,000; Full time

Benefits offered by this job

RRSP with employer match up to 5%

Yearly corporate bonus

Yearly Health Spending Account

Employer paid benefits from day one

Hybrid work model

Job summary

Pomerleau is seeking a detail-oriented Preconstruction Administrative Assistant to support large-scale building projects in Ontario. You will assist end-to-end preconstruction activities, coordinate bids and submissions, and ensure compliance with safety, quality, and procurement standards across the province.

You will interact with internal teams and external stakeholders and manage client presentations, pricing binders, and technical submissions in English and French.

Qualifications

• Minimum 2–3 years in a similar administrative or coordination role (construction industry experience is an asset).
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Meticulous attention to detail and exceptional organizational skills.

Responsibilities

• Support full-cycle preconstruction activities including bid coordination and submission preparation.
• Prepare bid packages and client submissions in English and French using Word, Excel, Procore, STACK and PowerPoint.
• Maintain organized project directories and track bid addenda, clarifications, and updates.
• Coordinate with subcontractors, suppliers, consultants and public agencies during preconstruction.

Skills

Microsoft Office

Deadline management

Communication

Team collaboration

Reading drawings/specifications

Public sector procurement

Problem solving

Tools

CMIC

Procore

SmartUse

BuildingConnected

Job description

Ready to build your career? We want to hear from you.

As a Preconstruction Administrative Assistant at Pomerleau, you will play a pivotal role in supporting large scale building projects ranging from $1.5 million to over $1 billion. You will support end to end preconstruction activities, drive the coordination of bids and submissions, and ensure compliance with safety, quality, and procurement standards across the province. This role blends administrative excellence, technical coordination, and industry awareness; ideal for someone who thrives in a fast paced, deadline driven environment and enjoys supporting complex project delivery from concept through execution.

What you will do

Preconstruction Coordination

• Support full-cycle preconstruction activities including bid coordination, submission preparation, document control, and scope review.
• Assist in preparing bid packages and client submissions in both English and French using Word, Excel, Bluebeam PDF, Procore, STACK, and PowerPoint.
• Ensure all bid requirements, forms and supporting documents are complete and compliant.
• Maintain organized project directories on internal drives and platforms.
• Track addenda, clarifications, and updates to ensure smooth coordination during fast-moving submissions.
• Review plans, specifications, and bidder instructions to prepare accurate forms and deliverables.
• Support the creation of client presentation decks, pricing binders, and technical submissions.
• Be the central point of contact for the preconstruction team, answering questions and dispatching inquiries.

Bid Management & Procurement Support

• Actively monitor and chase new opportunities on government procurement portals and other public sector platforms.
• Open and maintain accurate project documentation and data in various platforms during project lifecycle.
• Coordinate bonding and insurance requests with internal teams.
• Manage bid closings: schedule meetings, coordinate rooms, send Outlook invitations, and ensure signatories are available.
• Assist other regional offices with bid submissions when required.

Stakeholder Communication & Coordination

• Coordinate with subcontractors, suppliers, consultants, and public agencies throughout the preconstruction phase.
• Support relationship building efforts with owners and partners.
• Organize site visits, ensure attendance, and gather all required information.
• Manage document preparation, organization, archiving, and records management with exceptional attention to detail.
• Coordinate team meetings, training sessions, Lunch & Learns, and pre closure / closure activities.
• Support onboarding and administrative integration of new hires.
• Maintain weekly planning tables and circulate updates to Directors, VP Construction, General Superintendents, and Managers.
• Follow up with team members on status deliverables. Track major project deliverables, smaller task-level milestones, weekly meeting to-dos, training follow-ups, and individual action items to ensure work stays on schedule and issues are escalated early.

This role could be for you if you have

• 2 to 3 years in a similar administrative or coordination role (construction industry experience is an asset).
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Meticulous attention to detail and exceptional organizational skills.
• Ability to manage multiple deadlines and work under pressure.
• Strong understanding of construction environments — ideally with exposure to building projects.
• Ability to read and interpret construction drawings, specifications, and workflows confidently.
• Knowledge of public sector procurement processes and Government bidding platforms (an asset).
• Familiarity with construction software such as CMIC, Procore, SmartUse, BuildingConnected, or similar tools.
• Clear, professional communication style with stakeholders at all levels.
• Ability to work collaboratively with estimators, managers, directors, subcontractors, and clients.
• Initiative driven, takes ownership, anticipates needs, and supports the team proactively.
• Highly organized, adaptable, and able to thrive in deadline driven environments.
• Strong sense of professionalism, reliability, and teamwork.
• RRSP with up to 5% employer matching
• Yearly Coporate Bonus
• Yearly Health Spending Account
• Employer paid benefits from day one
• Hybrid work model for corporate roles
• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement - get to work for free
• Minimum 4 weeks of vacation from day one

Security Clearance Requirement

Please note that this position requires candidates to be eligible to obtain and maintain a Level II (Secret) Security Clearance. As part of the recruitment process, applicants must be able to provide 10 years of verifiable background information, including employment history, educational background, addresses, and other information required to support the security clearance process.

Pay range and compensation package

The expected compensation range posted for this role applies to available work locations in Ontario and/or British Columbia. Offered compensation may vary from the posted range based on a candidate’s relevant skills, experience, qualifications, geographic location, and the final job for which they are hired. Please view this job on Pomerleau’s official Career Site if the posted compensation range is unavailable on a third‑party job board.

Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work.