Project Assistant / Office Administrator

CO_38 Bird Construction Group; Kelowna; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading construction company seeks a Project Assistant / Office Administrator to support project management and documentation tasks. The ideal candidate will have strong organizational and communication skills, with a focus on teamwork and problem-solving in a dynamic environment. Join a diverse team committed to excellence and safety in all operations.

Qualifications

• 3 years’ experience tracking documentation in a database.
• Strong written and oral communication skills.
• Ability to manage multiple priorities simultaneously.

Responsibilities

• Assist with document control, submittals, and project administration duties.
• Maintain organized project files and generate Subcontract Agreements.
• Develop relationships with clients, consultants, suppliers, and trades.

Skills

Communication

Organizational Skills

Analytical Skills

Problem Solving

Interpersonal Skills

Education

Undergraduate degree or diploma in a relevant field

Tools

Microsoft Office

Procore

SharePoint

Viewpoint

Job description

Where Greatness Grows

The greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird.

As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada’s skylines coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story.

We are a dynamic team of over 5,000 with a range of professions, backgrounds, and areas of expertise. This breadth of diversity in people and opportunities is one of greatest aspects of building your career with Bird. Every trajectory looks different. At Bird, you hold the pen, and you write your story. As you unlock your potential, you are surrounded by a team that supports you every step of the way.

Be a part of our team, where we pride ourselves on the quality of our work and the way we treat each other and our partners. You will build a career and long-lasting relationships based on respect, collaboration, and a solution-focused mindset. Bird is a place where you will unlock your potential and achieve your goals.

The Project Assistant / Office Administrator is accountable for assisting with document control, submittals, day-to-day activities, project administration duties and helping to minimize the task work done by Project Manager, Project Coordinator, Estimator and Superintendent, also maintains office services by organizing office operations and procedures, controlling correspondence, Couriers, and assigning and monitoring clerical functions.

This position is based in the Kelowna BC office.

What We Are Looking For

Construction Management

Work closely with the Project Manager, Project Coordinator, Estimator, and Site Superintendent to minimize their need to do task work :

Change order pricing and documentation

Obtaining and processing of all submittals and RFI’s

Document management and control

Drafting minutes of meetings, contracts and correspondence.

Ensure accurate and timely project administration including : pricing change orders, tracking requests for information, processing of shop drawings, document control, and communication to all stakeholders.

Work closely with project team members and other stakeholders to identify, develop, implement, and support cost-effective project delivery.

Educate Project Managers, Project Coordinators, Estimators, and Superintendents in project administration.

Maintain effective communications to ensure all stakeholders are informed and up-to-date.

Relationship Management

Develop new relationships with clients, consultants, suppliers and trades.

Enhance relationships with existing clients, consultants, suppliers and trades.

Project Administration and Office Administrator :

Process RFI and shop drawing submissions and other project related documents in a timely manner and maintain up-to-date and accurate tracking logs.

Generate and manage the review and issuance of Subcontract Agreements ensuring all relevant documentation is provided and meets Bird requirements; follow up with trades to obtain all relevant contract documentation, review and ensure Bonds and Certificates of Insurance are accurate and meet Bird requirements.

Process all change management documentation in applicable systems, ensuring accuracy at all times.

Maintain organized project files in accordance with company’s Project File Structure.

Attend meetings and record and distribute minutes of meeting.

Expedite or coordinate information submitted by owner, consultants, trades and suppliers.

Create Operations and Maintenance (O&M) Manuals and assist with As-Built Drawings at closeout.

Assist project team members by taking initiative to minimize and complete tasks and ensure accurate document control practices and procedures are followed.

Order and maintain supplies for the office- Coffee, Paper etc..

Reception- answering and directing phone calls,

Schedule and maintain meeting bookings and rooms.

What You Will Be Working On

Undergraduate degree or diploma in a relevant field an asset

3 years’ experience tracking documentation in a database, such as Procore, SharePoint, or Viewpoint

Superior computer skills in Microsoft Office Word, Excel and Power Point

Ability to learn and adapt to changing systems, technology and procedures

Confident, detail orientated, enthusiastic and positive team player

Superior interpersonal, organizational and analytical skills

Flexible and able to manage multiple priorities simultaneously; meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment

Effective and efficient problem solving and decision-making skills; thoughtful, proactive and creative

Demonstrates a sense of urgency and strong commitment to achieving goals; ability to work in a challenging, fast-paced environment

Ability to forge, grow and maintain positive relationships with multiple groups

Strong written and oral communication skills

Able to manage multiple priorities simultaneously and meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment

Ability to work within tight deadlines and prioritization of work to achieve them

Strong analytical, critical thinking, problem-solving skills, and a high degree of accuracy and attention to detail

We Put Safety First

A healthy and safe work environment is non-negotiable. We build a culture of operational and psychological safety through engagement, learning and leadership.

We Lead With Honesty

We speak and act with integrity, clarity and care so people can trust our word and our work. Being honest means we can deliver the best outcomes and consistent results.

We Are Stronger Together

Success is a team effort. Our inclusive workplace enables our combined expertise, humility and creativity to unlock our greater potential.

We Are Driven To Do Great Work

We built our name on quality. We have a passion for excellence in our work and relationships that honours our businesses and our industry.

Rooted in a solid foundation, we adapt and grow to face the future. We are committed to elevating each other to chart the best path forward in an evolving world.

Bird celebrates diversity and are proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status.