Construction Administrator / Executive Assistant

Onni Group; Vancouver; On-site; CAD 50,000 - 60,000; Full time

Job summary

An established industry player seeks a Construction Administrator / Junior Executive Assistant to support project teams in a dynamic environment. This role involves organizing meetings, managing communication, and drafting construction documents while ensuring timely execution of deliverables. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to juggle multiple tasks. Join a collaborative team culture that values employee engagement and offers competitive pay along with a comprehensive benefits package. This is a fantastic opportunity to grow within a company dedicated to quality construction and community building.

Benefits

Competitive pay

Comprehensive Benefits Package

Health Saving Account

Flexible Saving Account

Employee Assistance Program

Annual Education Allowance

Generous Referral Program

Team building events

Local discounts

Friends and Family rates

Qualifications

• Experience in an administrative or office support role is essential.
• Strong attention to detail and high standards for accuracy in work.
• Excellent communication skills across all organizational levels.

Responsibilities

• Support Project Managers with meetings, document preparation, and invoicing.
• Manage communication and correspondence with trades and vendors.
• Assist with planning department events and maintain organized workspace.

Skills

Organizational Skills

Communication Skills

Time Management

Problem-Solving

Attention to Detail

Education

2-3 years in administrative role

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

WorkDay

Smartsheet

SharePoint

Job description

Construction Administrator / Junior Executive Assistant page is loaded

Construction Administrator / Junior Executive Assistant

Apply locations Vancouver time type Full time posted on Posted Yesterday job requisition id R-100824

Job Description:

Perks and Benefits:

• Competitive pay & a Comprehensive Benefits Package with multiple options to choose from
• Other benefits include Health Saving Account, Flexible Saving Account, Employee Assistance Program.
• Annual Education Allowance
• Generous Referral Program
• Fun & collaborative company culture with lots of team building events
• Local discounts to restaurants and businesses
• Friends and Family rates at our hospitality brands.

What You Will Do:

• Organize and support Project Managers and Project Coordinators with meetings, taking minutes, scheduling, document preparation, invoicing, and contract administration
• Manage incoming and outgoing communication (calls, emails, letters) and respond professionally on behalf of the team
• Draft various construction documents and coordinate correspondence with trades, vendors, and Site Superintendents
• Diligently track project timetables, follow up on outstanding items, and support timely execution of deliverables
• Prioritize and manage multiple tasks and deadlines in a fast-paced, dynamic environment
• Schedule appointments and coordinate calendars for internal and external stakeholders
• Assist with travel logistics and reservations for the Construction Department
• Provide technical writing support for a variety of letter types including tenders and thank-you notes
• Maintain a clean, organized, and clutter-free department workspace
• Offer reception relief and assist with filing and general office administration
• Manage and update contact databases to support communication and outreach efforts
• Prepare PowerPoint presentations for project updates and internal meetings
• Assist with planning and executing department events, office-wide initiatives including Christmas parties etc., as well as private events for ownership
• Order, track, and coordinate delivery of department supplies, project materials (e.g. lights, doors, appliances), swag, and client gifts
• Run personal errands for ownership as required, and support executives with special projects
• Support the Grey Owl team with administrative tasks and contract-related documents
• Coordinate with project teams on letters of credit, credit applications, and follow-up on receivables and rebates
• Reconcile credit card statements and oversee purchase order management
• Prepare meeting agendas, attend meetings, and take detailed and accurate minutes
• Maintain confidentiality and handle all sensitive company matters with discretion
• Assist with organizing site lunches and other morale-building initiatives

What You Bring:

• Familiar with construction documents, including blueprints, specifications, and contracts
• Strong organizational and multitasking skills; able to juggle competing priorities with grace
• Proactive problem-solving abilities and a willingness to take initiative
• Effective time management and ability to meet deadlines without sacrificing attention to detail
• Comfortable working independently, while also collaborating closely with internal teams
• Experienced in general administrative functions and executive-level support
• Personable and professional in all interactions—able to build rapport across teams and with external partners

Minimum Qualifications (Knowledge, Skills, and Abilities)

• 2–3 years of experience in an administrative or office support role
• Excellent communication and interpersonal skills across all organizational levels
• Strong attention to detail and high standards for accuracy in data entry and written work
• Proficient in Microsoft Outlook, Word, Excel, and PowerPoint
• Experience with WorkDay, Smartsheet, and SharePoint is considered an asset
• Valid BC Driver’s License
• Able to adapt quickly and multitask effectively in a busy, ever-changing work environment
• Discreet, trustworthy, and reliable—especially with confidential information
• Positive attitude and willingness to support wherever needed, whether it’s preparing for a boardroom meeting or ordering site lunches

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.

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.

Salary Range:

$50,000 - $60,000

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.

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.