Project Manager Assistant

Socket.dev; London; On-site; CAD 45,000 - 65,000; Full time

Job summary

BELFOR(Canada) Inc. is seeking a Project Manager Assistant to support the Project Manager in coordinating project activities from initiation to completion. The role emphasizes clear communication with owners, tenants, subcontractors and insurers to ensure project continuity in a fast-paced environment.

The ideal candidate is highly organized, able to manage multiple projects, and comfortable adapting to changes while maintaining high service levels and attention to safety policies and procedures.

Qualifications

• 1+ year prior restoration experience, insurance and/or construction coordination.
• Knowledge of Xactimate and/or XactAnalysis preferred.
• Strong organizational skills and ability to manage deadlines.
• Excellent written and verbal communication abilities.
• Ability to work independently and as part of a team.

Responsibilities

• Effectively communicate with property owners/managers/tenants, subcontractors and insurance adjusters.
• Assist Project Manager with full project cycle from initiation to completion.
• Ensure all project documentation is accurate and uploaded into systems.
• Support customer communication and interactions throughout the project.
• Obtain work authorization, completion certificates and other required documents.
• Track project changes and produce updated schedules.
• Prepare and edit scopes of work, estimates, budgets, letters and emails.
• File project documents and organize/support documentation on completion.

Education

Post-secondary administration courses / certification

Job description

Position Overview

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, includingreceipt of payment if necessary
• 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
• Support outstandingreceivables
• ActsasaliaisonbetweenthecustomerandProjectManagertoensureprojectsuccess
• Address questions/concerns throughout theproject
• PerformtasksrequiredbytheProjectManagerinsupportofprojectneeds
• Be aware of all aspects of the scopes of work soproper assistance to the Project Manager can beprovided
• Responsibletotrackprojectchangesandproducesupdatedschedules
• Reviewprojectinformationandcompileschedulesinatimelymanner
• 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
• BecapableofshorttermcoveragefortheprojectintheeventofProjectManagervacationsor absences
• Assist with reception relief asneeded
• Provide excellent customerservice
• 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 andequipment
• ComplywithallBELFOR policiesandprocedures,aswellaslegislativerequirements
• Proactively communicate job site conditions andconcerns that may or are affecting completion of the job to the appropriate person
• Attend all BELFORsponsored training courses

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
• EligibletooperateamotorvehicleperBELFOR’s vehiclepolicy
• Abilitytoworkwithinateamorindependentlyasneeded
• Strong written and verbal communicationskills
• Proven ability to multi-taskin a fast paced environment
• Intermediate computer and/or tablet/iPad experiencewith Microsoft Office programs such as Excel, Word and GoogleSuite
• Willingtoworkevenings,oncallandweekendswhenrequested
• Periodic travel may berequired
• 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. While we appreciate all applications, only those candidates selected for an interview will be contacted. We thank all applicants for their submissions.