Construction Administrator / Executive Assistant

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

Job summary

An established industry player is seeking a Construction Administrator / Junior Executive Assistant to support project teams in a dynamic environment. This role involves organizing meetings, managing communications, and assisting with various administrative tasks. You will thrive in a collaborative culture, contributing to exciting projects while honing your skills in a fast-paced setting. If you are detail-oriented, proactive, and ready to take on challenges, this opportunity offers a chance to grow within a supportive team dedicated to quality and innovation.

Benefits

Comprehensive Benefits Package

Health Saving Account

Flexible Saving Account

Employee Assistance Program

Generous Referral Program

Local Discounts

Team Building Events

Qualifications

• Strong organizational and multitasking skills; able to juggle competing priorities.
• Proactive problem-solving abilities and willingness to take initiative.
• Excellent communication and interpersonal skills across all levels.

Responsibilities

• Organize and support Project Managers with meetings and document preparation.
• Manage communication and respond professionally on behalf of the team.
• Assist with travel logistics and prepare presentations for project updates.

Skills

Organizational Skills

Multitasking

Communication Skills

Problem-Solving

Time Management

Education

2-3 years in Administrative Role

Experience with Microsoft Office

Valid BC Driver’s License

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

WorkDay

Smartsheet

SharePoint

Job description

Construction Administrator / Junior Executive Assistant

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• Competitive pay & a Comprehensive Benefits Package with multiple options to choose from
• Other benefits include Health Saving Account, Flexible Saving Account, Employee Assistance Program
• 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

Job Description:

• 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, as well as private events for ownership
• Order, track, and coordinate delivery of department supplies, project materials, 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:

• 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 under consideration will be contacted.

Salary Range:

$50,000 - $60,000

Additional Information:

Referrals increase your chances of interviewing at Onni Group of Companies by 2x.

Location: Langley, British Columbia, Canada