Project Assistant/Office Administrator - Buildings West

Bird Construction Group; Kelowna; On-site; CAD 45,000 - 65,000; Full time

Job summary

Bird Construction Group seeks a Project Assistant/Office Administrator for the Buildings West team in Kelowna, BC. The role supports project administration, document control, submittals and coordination with project stakeholders.

The position focuses on maintaining office operations, processing RFIs, shop drawings, and ensuring timely communications among the project team and external partners.

Qualifications

• Undergraduate degree or diploma in a relevant field is an asset.
• 3 years' experience tracking documentation in a database (Procore, SharePoint, Viewpoint).
• Strong proficiency in MS Word, Excel and PowerPoint required.

Responsibilities

• Assist with document control, submittals and project administration tasks.
• Support Project Manager, Project Coordinator, Estimator and Superintendent to minimize their admin workload.
• Maintain organized project files and coordinate meetings, minutes and communications.

Skills

MS Office

Excel

PowerPoint

Communication

Education

Undergraduate degree or diploma in a relevant field

Tools

Procore

SharePoint

Viewpoint

Job description

Project Assistant/Office Administrator - Buildings West

The Project Assistant/Office Administrator - Buildings West 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 You Will Be Working On

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.
• Organize Couriers,
• Order and maintain supplies for the office- Coffee, Paper etc..
• Reception- answering and directing phone calls,
• Schedule and maintain meeting bookings and rooms.

What We Are Looking For

• 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

For Those Who Seek to Redefine

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-to