Project Manager Assistant

BELFOR CANADA INC.; Burnaby; On-site; CAD 42,000 - 64,000; Full time

Job summary

The BELFOR Canada Inc. Project Manager Assistant provides essential support to the Project Manager by coordinating project activities across restoration initiatives, ensuring continuity and efficiency from start to finish through clear communication with all parties involved.

The ideal candidate is highly organized with the ability to manage multiple projects in a fast-paced environment, and to adapt to changes while maintaining documentation and schedules.

Qualifications

• Post-secondary administration courses or certification.
• 1+ year restoration experience, insurance or construction coordination.
• Knowledge of Xactimate and/or XactAnalysis preferred.
• Ability to handle sensitive information and maintain confidentiality.
• Strong deadline-oriented work style and reliability.
• Excellent written and verbal communication; multi-project capacity.

Responsibilities

• Coordinate project activities from initiation to completion across restoration projects.
• Communicate with property owners, managers, tenants, subcontractors and adjusters.
• Ensure project documentation is accurate and uploaded to systems.
• Assist with client communication and project-related inquiries.
• Obtain work authorizations, completion certificates, and other docs from clients.
• Prepare scopes of work, estimates, budgets and emails; file documents.
• Submit information to clients as directed by the Project Manager.
• Track project changes and maintain updated schedules.
• Assist with site mitigation/restoration coordination with staff and trades.
• Support with on-call coverage and occasional after-hours work.

Skills

Highly organized

Time management

Written & verbal communication

Multi-tasking

Teamwork / independence

Problem solving

Education

Post-secondary administration courses / certification

Tools

Xactimate / XactAnalysis

Microsoft Office (Excel, Word)

Google Suite

Job description

The Project Manager Assistant provides support to theProject Manager by coordinating projectactivities related to any and all projects. The position’s main duties are toensure the continuity and efficiency of each project from start to finishthrough clear communication to all parties involved. The Project ManagerAssistant handles multiple projects within a fast-paced environment and is opento constant changes and challenges. The ideal candidate will be highlyorganized and able to manage multiple projects at once in the absence ofday-to-day guidance.

Job Duties

• Effectivelycommunicate with property owners/managers/tenants, subcontractors and insuranceadjusters
• Assists Project Manager with the successful full cycleof assigned projects; from initiation to completion, including receipt of payment ifnecessary
• Ensures all project documentation is accurate anduploaded into internal and external claimssystems
• Assists project with customer communication andinteractions
• Ensure work authorization, completion certificates andall other required documents are obtained fromclient
• Ensure work order tasks and purchase orders arecompleted and uploaded in a timely manner
• Invoicing is completed accurately in line with clientprotocols
• Address questions/concerns throughout theproject
• Be aware of all aspects of the scopes of work soproper assistance to the Project Manager can beprovided
• Responsibletotrackprojectchangesandproducesupdatedschedules
• Tracks the progress of all new and ongoing projects and maintainsup-to-date notes
• Coordinatemitigation/restorationworkwithin-housestaffandsub-trades
• Prepare and/or edit internal scopes of work,estimates, budgets, letters, faxes, memos and emails
• Fileallprojectdocumentsappropriately(hardandsoftcopies)
• Organize,compileandsubmitsupportdocumentationoncompletionofproject
• SubmitanyrequiredinformationtotheclientasdirectedbytheProjectManager
• Report to the Project Manager for allissues
• BecapableofshorttermcoveragefortheprojectintheeventofProjectManagervacations or absences
• Assist with reception relief asneeded
• Work under time constraintsto meet specifictimelines
• Ensure attention to detail and keen sense ofsafeguarding other people’s property and information
• Participates in and demonstrates anunderstanding of safety principles and practices; follows all safety policiesand procedures to support a safe working environment, including safe operationof machines and equipment
• Complywithall BELFOR policiesandprocedures,aswellaslegislativerequirements
• Proactively communicate job site conditions andconcerns that may or are affecting completion of the job to the appropriateperson
• Attend all BELFOR sponsored trainingcourses

Qualifications

• Post-secondaryadministration courses /certification
• 1+ year prior restorationexperience, insurance and/orconstruction coordination
• Knowledge of Xactimate and/or XactAnalysis,preferred
• Manage sensitive information appropriately andmaintain confidentiality
• Strong aptitude to work withindeadlines
• Integrity,honestyandresponsibilitywithadesiretocontributetoateam
• Highly organized with attention todetails
• Comprehensive understanding of customer service, principlesand practices
• Eligibletooperateamotorvehicleper BELFOR’s vehiclepolicy
• Abilitytoworkwithinateamorindependentlyasneeded
• Strong written and verbal communicationskills
• Proven ability to multi-taskin a fast pacedenvironment
• Intermediate computer and/or tablet/iPad experiencewith Microsoft Office programs such as Excel, Word
• and GoogleSuite
• Willingtoworkevenings,oncallandweekendswhenrequested
• Criminal RecordCheck

Physical Demands

• Frequent lifting from 5-40lbs, unassisted (from 35-65% of thetime)
• Occasional lifting from 41 lbs +, assisted(up to 50% of thetime)
• Access and mobility in tightspaces
• Sustained periods ofstanding, sitting, walking, bending,and kneeling

BELFOR (Canada) Inc. is an inclusive andequalopportunityemployer.