Commerical Large Loss Project Manager Assist

Linchpin Solutions, Inc.; Ottawa; On-site; CAD 45,000 - 65,000; Full time

Job summary

A property restoration company is looking for a Commercial Large Loss Project Manager Assistant to handle on-site administration for large restoration projects in Ottawa, Ontario. The ideal candidate will be responsible for maintaining documentation accuracy, supporting project managers, and ensuring client satisfaction. Candidates should have prior experience in project coordination or administration, proficiency in Microsoft Office, and the ability to manage multiple tasks effectively.

Qualifications

• Previous experience in project coordination or office administration.
• Experience in restoration, construction, or insurance is preferred.
• Ability to work independently and collaboratively.

Responsibilities

• Collect and organize documents and timesheets.
• Perform on-site administrative duties, including records verification.
• Support Project Managers through the project lifecycle.
• Prepare and upload project documentation.
• Track project progress and maintain organized records.

Skills

Project coordination

Office administration

Organizational skills

Attention to detail

Collaborative teamwork

Education

High School Diploma/GED

Post-secondary education in a related field

Tools

Microsoft Office Suite

Google Workspace

XactAnalysis

DocuSphere

Encircle

Job description

Take charge of on-site administration for high-value restoration projects and help teams deliver efficiently

At BELFOR, we restore more than buildings—we restore peace of mind.

About BELFOR

BELFOR is a global leader in property restoration, helping families and businesses recover from fire, water, storm, and other disaster-related damage. With over 70 years of experience, we’re dedicated to restoring properties and rebuilding lives. Join a team that values excellence, teamwork, and your professional growth in a fast-paced, rewarding industry.

Position Overview

The Commercial Large Loss Project Manager Assistant (PMA) serves as the on-site administrative coordinator for large-scale commercial restoration projects. This role ensures all documentation is accurate, organized, and up to date. Responsibilities include collecting and organizing timesheets, sign-in sheets, and other records, uploading documentation to shared drives, and providing administrative support to Project Managers to help projects run efficiently from start to finish. The PMA plays a key role in maintaining project accuracy, compliance, and client satisfaction while supporting seamless project operations across multiple sites.

What You’ll Do

• Collect and organize documents and timesheets from the jobsite, ensuring records are accurate and complete.
• Perform on-site administrative duties, including verifying team members sign in/out and maintaining daily operational records.
• Support Project Managers through the full project cycle—from project setup to closeout.
• Prepare, review, and upload project documentation such as authorizations, certificates, scopes of work, budgets, estimates, photos, and reports.
• Track project progress, schedules, and scope changes, maintaining organized and up-to-date records.
• Draft and edit correspondence, including letters, memos, reports, and emails.
• Organize files and submit final project documentation packages.
• Support Health & Safety procedures, including reporting hazards and maintaining compliance documentation.
• Perform any other reasonable administrative or coordination duties as assigned.

What You Bring

• Previous experience in project coordination, office administration, or on-site administrative support
• Experience in restoration, construction, or insurance.
• High School Diploma/GED required; post-secondary education in a related field is a plus.
• Proficiency in Microsoft Office Suite and Google Workspace; experience with XactAnalysis, DocuSphere, or Encircle
• Strong organizational skills with the ability to manage multiple tasks and maintain accurate records.
• Ability to work independently and collaboratively within a team.
• Attention to detail and commitment to safeguarding client property and information.
• Willingness to travel regionally or nationally as needed.

Accessibility Statement (AODA in Ontario)

BELFOR (Canada) Inc. is committed to providing a barrier-free work environment in concert with the provincial guidelines for accessibility (Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Ontario Only). As such, BELFOR (Canada) Inc. will make accommodations available to applicants with disabilities upon request during the recruitment process.

Human Rights Statement:

BELFOR (Canada) Inc. is an inclusive and equal opportunity employer. While we appreciate all applications, only those candidates selected for an interview will be contacted. We thank all applicants for their submissions.