Construction Administrator

Onni Property Management Services Ltd; Vancouver; On-site; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Extended health care

Dental care

Vision care

Life insurance

Critical illness

Educational allowance

Referral program

Team-building events

Discounts to local amenities

Discounted hotel stays

Job summary

Onni is seeking a Construction Administrative Assistant/Project Coordinator in Vancouver to organize meetings, prepare letters and contracts, manage invoicing, and support Project Managers and Site Superintendents. You will handle communications, schedule travel, and assist with project timelines in a fast-paced environment.

The role requires familiarity with construction documents, strong organization, and proactive problem-solving.

Qualifications

• Familiar with construction documents, including blueprints, specifications, and contracts.
• Strong organizational skills.
• Proactive problem solving skills.
• Effective Time Management.

Responsibilities

• Organize and support the Project Managers and Project Coordinators with meetings, taking meeting minutes, scheduling, letters and documents preparation, contracts signatures, invoicing, etc.
• Manage internal communication via telephone, email inquiries and respond as appropriate.
• Prepare various construction documents and general communication to trades and Site Superintendents.
• Diligent follow up on project timetables and deadlines; multitask in a fast-paced environment.
• Appointment scheduling and travel logistics support for the Construction Department.
• Technical writing for tender letters, thank you letters, and other correspondence.
• Reception relief, filing, and other administrative tasks; maintain a clutter-free department.
• Coordinate with project teams regarding letters of credit; ensure timely follow-up and tracking.
• Monitor receivables and rebates related to projects; ensure accuracy and tracking.

Skills

Organization

Proactive problem solving

Time management

Construction document familiarity

Tools

MS Outlook

MS Word

MS Excel

Job description

Job Description:Perks & Benefits:Comprehensive Benefits Package that provides extended health care, dental care, vision care, life insurance and critical illness.Continuous learning opportunities with an annual educational allowance.Generous referral program ranging from $500-$2,500 depending on business need.Regular consistent team-building activities and events.Discounts to local amenities and vendors.Discounted hotel stays in multiple locations through our Hospitality offerings.What Will You do?Organize and support the Project Managers and the Project Coordinators with meetings, taking meeting minutes, scheduling, letters and documents preparation, contracts signatures, invoicing, etcManages internal communication via telephone, email inquiries and respond as appropriatePreparing various construction documents and general communication to trades and Site SuperintendentsDiligent on follow up and project timetablesMeticulous at prioritizing and managing multiple projects simultaneously, and follow through on issues in a timely manner along managing deadlinesExcellent at multitasking in a fast-paced environmentAppointment schedulingSupport the Construction Department with travel logistics and reservations as neededExcellent technical writing skills for various letters (i.e. tender letters, thank you letters)Reception relief, filling, and other administrative tasksMaintaining a clutter-free Construction DepartmentContact Database ManagementPreparation of PowerPoint presentationsAssist with event planning and event execution for the construction department as well as office-wide initiativesAssist with ordering, coordinating deliveries (if required), and inventory tracking for department supplies/swag and client giftsMiscellaneous errands as requestedTechnical Skills – MS Outlook, MS Word & MS Excel are essentialConstruction background an assetAssist with ordering, coordinating deliveries (if required), and inventory tracking for items for projects (lights, doors, appliances)Assist Grey Owl with miscellaneous administrative tasksCoordinate with project teams regarding letters of credit, ensuring timely follow-up and accurate tracking.Monitor and follow up on receivables and rebates related to projects, ensuring accurate tracking.Complete and review credit applications, ensuring accuracy and compliance with company guidelines.Assist in coordinating site lunches as required.What You Bring:Familiar with construction documents, including blueprints, specifications, and contractsStrong organizational skillsProactive problem solving skillsEffective Time ManagementAbout The Company:OnniFor over half a century, Onni has been building communities for people to live, work, and play. Our success reflects our commitment to our employees and partners, and our dedication to quality construction, innovation, sustainability, and customer satisfaction. Our expertise expands across North America, with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.How To Apply:Please apply through the link on the job posting and attach your resume and any other required documents.We thank all applicants for your interest in the OnniSalary Range:$50,000 - $60,000About The Company:OnniFor over half a century, Onni has been building communities for people to live, work, and play. Our success reflects our commitment to our employees and partners, and our dedication to quality construction, innovation, sustainability, and customer satisfaction. Our expertise expands across North America, with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.AI Use:This role may involve the use of artificial intelligence (AI) tools to support research, analysis, content development, design, reporting, or operational efficiency. Employees are expected to use AI responsibly and in compliance with company policies, data privacy requirements, confidentiality obligations, and applicable laws.All AI-generated or AI-assisted outputs must be reviewed for accuracy, quality, and appropriateness before use. Employees are also expected to disclose when AI tools have been used in the creation of work and must not present AI-generated content as solely their own original work.How To Apply:Please apply through the link on the job posting and attach your resume and any other required documents.We thank all applicants for your interest in the Onni Group. Note that only those applicants under consideration will be contacted.