Job Title: Administrative Assistant/ Project Coordinator
Company: TransCanada Utilities Inc.
Location: Markham, Ontario
Employment Type: Full-Time
About Us:
TransCanada Utilities Inc. is a small, close-knit utility services company based in Markham, Ontario. We specialize in underground utility locating and GPS mapping services, providing accurate and reliable support to utility industries across the region. At TransCanada, we take pride in our collaborative and supportive work environment, where every team member’s contribution is valued.
Position Summary:
We are seeking a motivated and detail-oriented Administrative Assistant/ Project Coordinator to join our team. This role involves supporting both office and field operations, coordinating projects, maintaining documentation, and ensuring timely communication with contractors and clients.
Key Responsibilities:
- Client and Contractor Communication
- Handle inbound and outbound calls.
- Respond promptly and professionally to emails.
- Communicate effectively with contractors and clients, addressing inquiries courteously and efficiently.
- Project Coordination and Documentation
- Ensure all projects adhere to company frameworks and processes.
- Maintain comprehensive documentation for each project and compliance requirements.
- Note all operational changes in real-time in the operations logs to maintain up-to-date records.
- Utilize project management software or SAAS tools to monitor project progress and tasks.
- Reporting
- Prepare daily reports, including Minutes of Meetings (MOMs), status updates, and other project-related documentation.
- Ensure all reports are accurate, complete, and distributed to relevant stakeholders on time.
- Deadline Management and Follow-ups
- Monitor project deadlines and proactively follow up with locators and contractors.
- Identify potential delays and take corrective actions to maintain schedules.
- Field Operations Support
- Track the progress of locates in the field and escalate issues to utility companies promptly.
- Coordinate with field staff (locators) to ensure timely completion of tasks.
- Collaboration with Contractors
- Work closely with contractors, providing guidance and support to ensure smooth project execution.
- Inventory and Office Management
- Maintain office supplies, control inventory levels, and order necessary items.
- Implement inventory tracking systems to prevent shortages.
- Field Equipment and Inventory Management
- Oversee field equipment and material inventory.
- Conduct regular inventory checks and update inventory sheets in real-time.
- Ensure locators have all tools and materials needed for daily fieldwork.
Qualifications:
- Secondary school education preferred.
- Previous experience in:
- Project coordination, administrative support, or utility locating.
- Using project management software or SAAS tools to track projects and tasks.
- Strong organizational skills, attention to detail, and ability to multitask.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Excellent written and verbal communication skills in English.
- Ability to work independently and collaboratively.
- Valid driver’s license and willingness to travel to field sites.
Job Details:
- Job Type: Full-Time
- Schedule: 8-hour shift, 5 days a week, in person
- Flexible Language Requirement: English required, French not required
- Location: Markham, ON L3R 1E1 – must reliably commute or plan to relocate before starting work
Why Join Us:
- Small, close-knit team where your contributions are valued.
- Hands-on experience in a dynamic utility services environment.
- Supportive and collaborative workplace culture.
Job Type: Full-time
Pay: $17.30-$19.00 per hour
Application question(s):
- Do you have previous experience in project coordination, administrative support, or utility locating?
- Are you available to work an 8-hour shift, 5 days a week, in person?
Work Location: In person
