Construction Contract Administration Assistant

Dialog; Calgary; On-site; CAD 65,000 - 80,000; Full time

Benefits offered by this job

Parental leave top-up

RRSP matching

Medical and dental benefits

Discounted memberships

Holiday season time off

Vacation Buy-Up

Professional memberships reimbursement

Job summary

DIALOG in Calgary is seeking a Contract Administrator / Project Coordinator to support our multidisciplinary design teams. You will manage project documentation, track RFIs, submittals, and meeting minutes, and help ensure smooth administration across projects.

This role emphasizes accuracy, proactive communication, and strong relationships with clients, contractors and consultants. You will work with Onware and common construction software, supporting invoicing verification and progress

Qualifications

• Experience in the Architecture, Engineering and Construction (AEC) industry.
• An organized approach with intuitive protocols for others to follow.
• Personable, professional manner with excellent communication skills.
• Demonstrated experience with data entry, document control, and client/contractor support.
• Meticulous attention to detail, capable of proofing documentation.
• Maintain strong client, contractor and consultant relationships.
• High computer literacy, ability to understand new software and adapt as practice changes.
• Able to prioritize and manage time to meet tight deadlines.
• Reliable and resourceful, a “go to” person for the team.
• Work independently with minimal managerial supervision.

Responsibilities

• Set up, maintain and close-out projects using Onware.
• Assist contract admins with project docs: meeting minutes, change management, SI, submittals, and RFIs.
• Assist in review/verification of contractor invoicing and CPP.
• Educate internal and external team on Contract Administrative processes.
• Maintain relationships with clients, contractors and consultants.

Skills

AEC industry experience

Organized

Excellent communication

Data entry

Document control

Client relationships

Time management

Independent work

Tools

Onware

Procore

Prolog

BIM 360

Microsoft Office

Bluebeam

Job description

Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.

We are a multi-disciplinary practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be Certified B Corporation and one Canada's Greenest Employers, committed to using our design practice as a force for good in the world.

How you'll make a difference:

• Set-up, maintain and close-out projects utilizing DIALOG’s chosen construction management software, Onware
• Assist Contract Administrators in receiving, compiling, distributing and tracking project documentation including: construction meeting minutes, change management (PCN/CCN/UCR/Quotations/CO, etc.), Supplemental Instructions (SI), submittals (shop drawings and samples), and Requests for Information (RFI)
• Assist in the review and verification of Contractor invoicing and the preparation and distribution of the Certificate for Progress Payment (CPP)
• Educate internal and external project team members on Contract Administrative processes and troubleshoot issues
• Maintain internal and external relationships with clients, contractors and consultants.

Who you are:

• Experience in the Architecture, Engineering and Construction (AEC) industry
• An organized approachwith intuitive protocols for others to follow
• Personable, professional mannerwith excellent communication skills
• Demonstrated experience with data entry, document control, and client/contractor support
• Meticulous attention to detail, capable of proofing documentation
• Maintain strong client, contractor and consultant relationships
• High computer literacy, ability to understand new software and adapt as practice changes
• Able to prioritize and manage time to meet tight deadlines
• Reliable and resourceful, a “go to” person for the team
• Work independently with minimal managerial supervision

While not required, you'll stand out with:

• 2+ years of construction contract administrative or construction project coordinator work experience
• Knowledge about design and construction processes and terms
• Experience managing construction documentationExperience with Onware, DIALOG’s chosen construction management software
• Experience with construction industry management software (i.e. Procore, Prolog, BIM 360, etc.)
• Experience with Microsoft Office (Excel, Word) and Bluebeam

$65,000 - $80,000 a year

At DIALOG, we believe compensation should reflect the unique talent each person brings to our team. We look at annual market data to understand how different roles are compensated in our industry, but we also recognize that your experience, skills, location, and the impact you make all play a part in shaping your total rewards. Because of this, final offers may differ from the ranges listed - we want to make sure everyone is recognized in a manner that is fair, competitive, and true to the value they bring.

Don’t meet every single requirement? We still encourage you to apply! We’re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world—even if your experience doesn’t align perfectly with every qualification.

Perks & Benefits

Parental leave top-up programs for all parents upon the birth or adoption of a child, RRSP matching, competitive medical and dental benefits coverage upon the first day of employment, discounted memberships, encouraged work/life balance with gifted time off during the holiday season and Vacation Buy-Up program, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.

Professional Development

DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include: CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation™ supports DIALOGers in accredited continuing education opportunities; technical skills development via e-learning pathways; and financial support for relevant external learning opportunities.

Equal Opportunity

DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment-related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age andrace.In accordance with DIALOG’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.