Site Administrator

95 Development Inc.; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

95 Development Inc. is seeking a Site Administrator to coordinate daily administrative and site-related tasks and manage relationships with head office and construction trades.

The role requires strong organizational skills, proficiency in AutoCAD, Revit, MS Project, and Microsoft Office, and the ability to work independently in a fast-paced environment. Mandarin and English fluency is preferred.

Qualifications

• Service oriented with excellent oral & written communication.
• Ability to prioritize tasks and meet tight deadlines.
• Comfortable working under pressure and following reporting structures.
• Strong attention to detail and organization.
• Experience with coordinating meetings and documenting minutes.

Responsibilities

• Set up meetings, confirm attendance, and prepare documents for distribution.
• Attend and take minutes of meetings; draft minutes for review.
• Distribute minutes after supervisor approval.
• File correspondence, invoices, receipts, and records.
• Index materials by ID codes and ensure proper filing.
• Inspect materials for correct placement and condition.
• Track borrowed files and ensure return of items.
• Assist site superintendent with daily reports, logs, and photos.
• Process submittals for documents and shop drawings.
• Prepare and complete purchase orders with site staff.

Skills

Customer service

Communication

Independence

Multitasking

Team player

Detail orientation

Organizational skills

Bilingual: English & Mandarin

Tools

AutoCAD

Revit

MS Project

Microsoft Excel

Microsoft Word

Outlook

Job description

We are currently seeking a Site Administrator to join our quickly expanding company. The Ideal candidate will be responsible for coordinating and executing daily administrative and site-related tasks, also manage the relationship with head office and construction trades.

RESPONSIBILITIES

Set-up meetings, confirm attendance of meetings, and prepare documents for distribution at meetings. Attend and take minutes of meetings. Type draft copy of minutes for review. Distribute minutes upon acceptance by supervisor.

File correspondence, invoices, receipts, and other records according to the company filing system. Locate and remove material from file when requested.

Assign and record or stamp identification numbers or codes in order to index materials for filing.

Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.

Track materials removed from files in order to ensure that borrowed files are returned.

Perform general office duties such as typing, operating office machines, or sorting mail.

Assist site superintendent to complete the daily report and daily log, upload site photos, record inspection and accident report, ect.

Process and prepare submittals for incoming and outgoing documents and shop drawings.

Complete purchase orders in a diligent manner with the assistance of the site staff ensuring that all purchase orders are legible and complete.

Perform office duties under the direction of site office personnel.

QUALIFICATIONS

SERVICE / PERSONAL SKILLS:

The candidate should be service oriented and have excellent oral & written communication skills. The fast paced work environment requires the incumbent to be independent with minimal supervision and self-motivated. The successful candidate will be able to prioritize tasks, meet steep deadlines, work under pressure and be accountable to various reporting structures.

EXPERIENCE & TECHNICAL SKILLS:

Proficient in AutoCAD, Revit, MS Project software.

Ability to read and understand Architectural drawings and specifications.

Ability to work under pressure.

Ability to multi-task, prioritize and work with tight deadlines.

Proficient in Microsoft Excel, Word & Outlook.

Strong attention to detail.

Strong analytical and organizational skills.

Excellent communication skills both oral and written.

Ability to work independently and as a team.

Proactive mindset. Upgrading and identifying opportunities for improvement.

Speak English and Mandarin.

We thank all candidates for their interest; however only those selected for interviews will be contacted