Construction Administrator

CapWest Build; Vancouver; On-site; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Benefits package

Educational allowance

Referral program

Team-building events

Discounts

Hotel stays

Job summary

CapWest is seeking a detail-oriented Administrative Coordinator in Vancouver to support Project Managers and Coordinators with meetings, minutes, scheduling, contracts, invoicing, and document preparation.

You will handle internal communications by phone and email, prepare construction documents for trades and site superintendents, and assist with travel logistics, letters of credit, and procurement support. Proficiency in MS Outlook, Word and Excel is essential.

Qualifications

• Familiar with construction documents, including blueprints and contracts.
• Strong organizational skills.
• Proactive problem solving skills.
• Effective time management.

Responsibilities

• Organize and support project managers with meetings, minutes, scheduling, and documents.
• Manage internal communication via telephone and email inquiries.
• Prepare construction documents and communications to trades and site superintendents.
• Follow up on project timetables and deadlines.
• Multitask in a fast-paced environment and manage calendars.
• Appointment scheduling and travel logistics support for the Construction Department.
• Prepare letters (tender, thank you) and perform reception relief and admin tasks.
• Coordinate with project teams regarding letters of credit and receivables.

Skills

Organizational skills

Problem solving

Time management

Construction documents 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, etc
• Manages internal communication via telephone, email inquiries and respond as appropriate
• Preparing various construction documents and general communication to trades and Site Superintendents
• Diligent on follow up and project timetables
• Meticulous at prioritizing and managing multiple projects simultaneously, and follow through on issues in a timely manner along managing deadlines
• Excellent at multitasking in a fast-paced environment
• Appointment scheduling
• Support the Construction Department with travel logistics and reservations as needed
• Excellent technical writing skills for various letters (i.e. tender letters, thank you letters)
• Reception relief, filling, and other administrative tasks
• Maintaining a clutter-free Construction Department
• Contact Database Management
• Preparation of PowerPoint presentations
• Assist with event planning and event execution for the construction department as well as office-wide initiatives
• Assist with ordering, coordinating deliveries (if required), and inventory tracking for department supplies/swag and client gifts
• Miscellaneous errands as requested
• Technical Skills – MS Outlook, MS Word & MS Excel are essential
• Construction background an asset
• Assist with ordering, coordinating deliveries (if required), and inventory tracking for items for projects (lights, doors, appliances)
• Assist Grey Owl with miscellaneous administrative tasks
• Coordinate 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 contracts
• Strong organizational skills
• Proactive problem solving skills
• Effective Time Management

About The Company:

Onni

For 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.

Salary Range:

$50,000 - $60,000

About The Company:

Founded on more than 35 years of collective professional experience, CapWest is specialized in meeting the modern needs of the growing construction industry in North America. We provide integrated solutions for clients across diverse industries, following an efficient and cooperative approach, and always delivering project certainty. We believe it is the culmination of our passion for providing world-class construction and construction management services, while also fostering long-term relationships that yield exceptional and innovative outcomes that continue to shape the industry.

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.