Construction Administrative Assistant

TROIKA; Kelowna; On-site; CAD 50,000 - 80,000; Full time

Job summary

A reputable construction firm in Kelowna is seeking a Construction Administrative Assistant to support its operations. The ideal candidate will have strong organizational and communication skills and experience in a fast-paced construction environment. This position offers competitive compensation and benefits, opportunities for training, and a collaborative work culture.

Benefits

Competitive salary

Comprehensive health and dental benefits

RRSP matching

Paid training and professional development

Additional paid time off

Performance bonus program

Qualifications

• 1–3 years of administrative experience, preferably in construction.
• Must be comfortable managing multiple priorities and deadlines.
• Proficiency in MS Office is essential.

Responsibilities

• Assist with preparation and distribution of contracts.
• Maintain accurate and organized project records.
• Provide support for procurement and invoice processing.

Skills

Organizational skills

Attention to detail

Communication skills

Education

Bachelor of Business Administration (BBA)

Office Administration Certificate

Tools

MS Office

Procore

DocuSign

Sage

Job description

Overview

Join TROIKA’s Construction Team – Building Sustainable Communities for Over 25 Years!

At TROIKA Construction Ltd, formerly CorWest Builders and part of TROIKA Developments, we’re not just about building structures – we’re about creating sustainable communities that stand the test of time. For over 25 years, we’ve been one of Kelowna’s most trusted construction companies, proudly earning our place as a Gold Seal Employer by continuously raising the bar in quality, craftsmanship and innovation.

At TROIKA, you will find more than a job – you’ll find a place to thrive. We celebrate your passion for excellence, support your growth, and create a culture where teamwork drives success. From residential multi- and single-family developments to commercial buildings, renovations, and tenant improvements, customer service, every project is an opportunity to make an impact and leave your mark.

What we offer to help you thrive:

• Competitive salary
• Comprehensive health and dental benefits
• RRSP matching
• Paid training and professional development
• Additional paid time off
• Performance bonus program

At TROIKA, we’re building more than just communities – we’re building careers, innovation, and opportunities. If you’re passionate about construction, excited to grow with a team committed to safety, quality, and collaboration, and ready to help us build a legacy of excellence, we’d love to hear from you.

Your future starts here. Let’s build something extraordinary together.

We are currently seeking a Construction Administrative Assistant to join our Construction Team.

Reporting directly to the Executive Administration Assistant and dotted line to the VP of Construction, the Construction Administration Assistant supports the smooth operation of office and site functions by providing administrative, clerical, and coordination support to the construction and project management teams. This role is designed for someone highly organized, detail-oriented, and comfortable balancing multiple priorities in a fast-paced construction environment.

Working closely with the Executive Administration Assistant, Vice President of Construction, Project Managers, and site teams, the Construction Administration Assistant ensures documentation, communication, and compliance requirements are met, while also helping with day-to-day operational needs.

Construction Administrative Assistant - Kelowna, BC V1Y 6J6 - Indeed.com

Key Responsibilities

• Project & Contract Support
• Assist with preparation and distribution of contracts, addendums, change orders, and related documentation.
• Maintain accurate and organized digital and physical filing systems for project records.
• Support compliance requirements including insurance, WorkSafe, BC Housing, PHW renewals, and warranty documents.
• Help monitor project cost coding and coding of hours to correct project accounts.
• Provide support for procurement, purchase orders, and invoice processing in Sage and/or Procore.
• Weekly review of float charges and coding to ensure accuracy and legitimacy.
• Liaise with IT support for construction software (Procore, SiteDocs, Bluebeam, DocuSign).
• Maintain employee access to construction software and assist with troubleshooting.

• Office & Technology Support
• Maintain office supplies, tools, and equipment including small tool and storage unit inventory.
• Support scheduling, meeting coordination, and preparation of agendas and minutes.
• Provide reception and communication support (emails, phone calls, correspondence).
• Assist with operational onboarding of new hires (Site Ready BC training, software setup, safety orientation).
• Maintain Approved Driver List and vehicle fleet files (leases, inspections, wraps, maintenance, insurance).
• Assist in preparing the construction master budget and yearly operational budgets.

• Human Resources & Training Assistance
• Support HR with onboarding, new hire setup, and training schedules.
• Track apprenticeship registrations, staff certifications, and CPD requirements.
• Help manage the apprenticeship program through Skilled Trades BC.
• Assist HR with WorkSafe claims, documentation, and return-to-work processes.
• Participate in and help plan all staff team building events and celebrations.

• Health, Safety & Compliance
• Track staff safety training, licenses, and compliance records.
• Maintain supply of safety vests, hard hats, and other PPE.
• Support insurance claims (ICBC, PHW, Course of Construction).
• Monitor adherence to government laws, building codes, and safety regulations.

• Finance & Payroll Support
• Assist HR with payroll preparation and benefits documentation.
• Support reconciliation of credit card, fuel card, and phone charges.
• Help prepare budget tracking reports and expense records.
• Manage and track payment requests in collaboration with the finance team.
• Maintain charge-out rates based on employee status and remuneration changes.
• Assist accounting staff with inquiries related to invoices, payments, and vendors.

Qualifications and Requirements

• 1–3 years of administrative experience, preferably in construction, real estate, or a project-driven industry.
• Bachelor of Business Administration (BBA) or Office Administration Certificate an asset.
• Ability to complete administrative assistant training certification if not already held.
• Experience with payroll, HR, or project coordination support preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Proficiency in MS Office (Excel, Word, Outlook, Teams); experience with Procore, DocuSign, Sage, Site Docs, or Bluebeam is an asset.

Personal Qualities

• Strong work ethic, high standards, and personal accountability.
• Professional, mature, and adaptable with a solutions-focused mindset.
• Excellent communication and interpersonal skills.
• Ability to use discretion and sound judgment with sensitive and confidential information.
• Collaborative and able to work across various levels of the organization.
• Data-driven with a mindset for accuracy and continuous improvement.
• Open-minded and willing to accept change.

Rate of Pay & Benefits

• Salary range: $50,000 – $80,000 annually (commensurate with experience).
• Extended Health, Dental, and RRSP Matching (for eligible employees).
• Tuition reimbursement, training, and mentorship opportunities.
• A dynamic and collaborative work environment with long-term growth potential.