Estimating & Project Administration Coordinator Your Mission Is to Build Order Into Every Bid and Project
Join A&M Abatement Services Ltd. as an Estimating & Project Administration Coordinator, and you will become a central part of both our estimating and project-delivery teams.
You are not simply an assistant. You are the organizational link between incoming opportunities, estimators, project managers, field teams, clients, vendors, and accounting. Your work will help ensure that bids are properly captured, project documentation is complete, administrative requirements are met, and important information moves quickly to the people who need it.
This position is ideal for a highly organized and methodical professional who enjoys managing a variety of responsibilities, following processes, solving administrative problems, and bringing order to a fast-moving construction environment.
The role will primarily support estimating, while also assisting with active projects, invoicing, safety portals, accounting administration, client communication, and general office coordination.
What You’ll Accomplish in the First Year Maintain a Reliable Estimating Pipeline
Take ownership of receiving, reviewing, organizing, and entering new estimate requests.
Ensure incoming invitations, tender documents, drawings, specifications, addenda, site visit information, and submission requirements are accurately captured and made available to our Estimators within 24 hours of receipt.
Your success will be measured by the completeness and accuracy of estimate files, timely entry of new opportunities, and a consistent reduction in missed information or data-entry errors.
Support Timely and Accurate Quote Submissions
Assist Estimators with the administrative preparation and submission of quotations, tenders, prequalification packages, and supporting documentation.
Track closing dates, addenda, submission requirements, bonding or insurance requests, and other bid-related deadlines.
Follow up with clients and internal team members to obtain missing information and help prevent avoidable submission delays.
Coordinate Project Documentation
Support Project Managers with the preparation, organization, and maintenance of project documentation, including:
- Site-specific safety documents
- Project start-up packages
- Permits and notices
- Site contact information
- Worker and subcontractor documentation
- Daily records and project forms
- Purchase orders and subcontractor information
- Progress documents and closeout requirements
- WCB, insurance, statutory declarations, and compliance documentation
Ensure documents are complete, properly filed, current, and accessible to the appropriate team members.
Manage Safety and Client Portals
Maintain company and project information within client, contractor, and safety-compliance portals.
Upload required certifications, insurance documents, WCB clearances, safety statistics, training records, project documents, and prequalification information.
Monitor expiry dates and outstanding requirements so A&M remains compliant and eligible to work for its clients.
Assist With Project Invoicing
Work with Project Managers and accounting to prepare accurate and timely project invoices.
Collect supporting information such as approved quotations, purchase orders, time records, material charges, equipment usage, subcontractor costs, progress percentages, and client-specific billing forms.
Help track invoice requirements, submission deadlines, holdbacks, statutory declarations, and supporting documentation.
Support Financial Administration
Assist with routine accounting and administrative tasks, including:
- Reconciling company credit-card transactions
- Collecting and organizing receipts
- Assigning expenses to the correct projects
- Following up on missing documentation
- Assisting with purchase-order records
- Supporting invoice and cost-document organization
- Coordinating information between operations and accounting
Accuracy is essential, as your work will directly affect project costing, invoicing, and financial reporting.
Be a Professional First Point of Contact
Answer and manage A&M’s main telephone line in a professional and helpful manner.
Direct calls to the appropriate employee, accurately record messages, assist with general inquiries, and ensure urgent project or emergency calls are promptly communicated.
You will help create a positive first impression for clients, vendors, employees, and members of the public.
Improve Team Efficiency
Act as an administrative hub for Estimators and Project Managers by taking ownership of tasks that allow them to focus on estimating, client relationships, project execution, and profitability.
Your success will be measured by your ability to anticipate administrative needs, follow tasks through to completion, and reduce the amount of time technical staff spend searching for documents or correcting administrative issues.
Who We’re Looking For
We believe past accomplishments are one of the best predictors of future success.
The strongest candidate will have a demonstrated ability to:
- Maintain an organized and structured approach to daily work
- Manage multiple priorities, deadlines, and interruptions
- Work accurately with detailed documents and financial information
- Follow established processes while identifying opportunities for improvement
- Persist in obtaining missing information and completing outstanding tasks
- Take personal accountability for results
- Work independently without requiring constant direction
- Communicate professionally with clients, vendors, field staff, and management
- Handle confidential company, employee, client, and financial information appropriately
- Contribute effectively in a support role where their work is essential to the success of the larger team
Experience in construction, restoration, environmental services, asbestos abatement, demolition, or a project-based service company would be considered a strong asset.
Preferred Experience and Skills
Preference may be given to candidates with experience in one or more of the following areas:
- Construction estimating administration
- Project coordination or project administration
- Tendering and bid-submission platforms
- Construction drawings and specifications
- Client and contractor safety portals
- Project invoicing and progress billing
- Credit-card and expense reconciliation
- Job Tread or similar software experience
- Microsoft Office or Google Workspace
- Purchase orders, subcontractor documentation, and project filing systems
- WCB, insurance, safety, or prequalification documentation
- Answering and coordinating the main telephone line
What Success Looks Like
You will be successful in this role when:
- New estimating opportunities are entered accurately and promptly
- Bid deadlines and submission requirements are consistently tracked
- Estimators receive complete and organized tender information
- Project Managers can easily access the documents they require
- Safety and client portals remain current and compliant
- Invoices are supported by complete and accurate documentation
- Credit-card transactions and receipts are properly organized
- Calls and inquiries are handled professionally
- Tasks are followed through without repeated reminders
- The estimating, operations, and accounting teams can rely on the accuracy of your work
What’s Next
If you are a highly organized, self-motivated professional who enjoys managing details and wants to make a direct impact within a growing company, we would like to hear from you.
Please apply with your résumé and be prepared to discuss specific accomplishments from previous roles that demonstrate your ability to organize complex information, manage competing priorities, maintain accurate records, and support a busy team.
Pay: $21.00-$28.00 per hour
Benefits:
- Casual dress
- On-site parking
Work Location: In person
