JOB SUMMARY
Reporting to the Director of Operations, the Construction Administrator will assist the Project Manager (PM) in planning and directing activities of restoration projects to ensure goals are accomplished within a prescribed timeframe.
DUTIES & RESPONSIBILITIES
Scheduling
o Complete projects or assignments assigned while ensuring customer satisfaction through timely and detailed communication
o Coordinate alonide the PM's , their schedules, mitigation and construction/repair schedules, material schedules, and communicate updates to stakeholders
o Communicate with clients and vendors as necessary to advise of projects and/or schedules and updates including completion of Gantt charts
o Scheduling meetings and site visits for the PM to homeowners, insurance adjusters, and trades vendors
o Work alongside Constructon Manager (CM) to order materials as required for jobs
Communications
o Communicate and coordinate project activities between the PM, internal staff, crew, sub-contractors and clients
o Monitor budgets and communicate to sub trades as required
o Notify the PM of new or cancelled claims indicating dates, timelines, and details of the any losses
o Follow-up on pending approvals for each job
oReceive and respond in a timely manner to any incoming calls and emails
o Monitor all external communication related to the job and respond/communicate accordingly and update workflow status’ daily
Administration
o Ensure all required documentation such as work authorizations and structure packages, deductibles and payment schedules are received prior to work commencing
o Prepare requests for quotes, purchase orders, work orders, notices of commencement, supporting documentation for cost breakdown and other documents for jobs as needed
- Compile accurate job costing sheets for accounting purposes based off of estimates completed by the PM, costings sheets, and purchase orders
o Complete invoicing form in the required format, and submit in a timely manner
o Initiate and update client records, including, creating files for all quote claims, maintaining client files, andensuring all documents are scanned and accounted for
o Document details of all other major occurrences in the scope of the project, including emergencies,structure scopes, estimates, letters to clients and adjusters, as per the PM's direction
General
o Maintain professional conduct and appearance in all client facing activities
o Establish positive rapport with colleagues, clients and subtrades
o Provide an exceptional level of service that exceeds the expectation of the client
o Conduct all work in accordance with company safety policies
o Adherence to all company workplace policies
o Perform other duties as may be required
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily.
Characteristic and Ability Requirements
Ability to coordinate effectively with the PM, CM, and stakeholders involved in projects
Effective communication skills. Fluent in both written and verbal English.
Ability to engage clients and deliver excellent service
Thorough decision-making skills
Highly organized, strong attention to detail and ability to multi-task
Demonstrated sound work ethics
Proven ability to build and maintain strong working relationships
Flexible, adaptable and able to work effectively in a variety of settings
Operates with honestly and integrity with a genuine desire to make valuable contributions to the team
Works well independently and in a team environment
Educational Requirements
Minimum Education Required: Secondary School Diploma
Other Education/Certification/Training preferred: Construction or Project Management
Work Experience Requirements
Work experience required: Minimum of one (1) years of experience in a project support or related role.
Experience in construction and/or restoration is preferred.
Technical Requirements
Equipment: Office Equipment (computer, cell phone, tablets,copiers, scanners, printers, etc.)
Software: Knowledge and experience of MS Outlook, MS Word, MS Excel
Benefical to have: Restore365/Dash, XactAnalysis
Competencies
Accountability - sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks; encourages others to take responsibility.
o Adaptability – treats new situations or changes as an opportunity for growth; focuses on the benefits of change; speaks positively about the change; modifies behaviour effectively and tries new approach without resistance.
o Builds Trust and Respect – treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.
o Customer Focus – effectively meets the needs of our customers; both internal and external, builds proactive relationships, takes responsibility for customer satisfaction.
o Manages Work – manages one’s time and resources to ensure work is completed effectively and efficiently;effectively allocates own time to completing tasks, while leveraging available resources; stays focused and prevents distractions from work completion.
o Problem Solving – develops solutions for work issues by examining root cause of issues, identifying cause and effect, and identifying potential solutions.
o Quality Standards – sets standards for excellence in work and procedures to achieve high quality,productivity, and efficiencies; checks processes and tasks to ensure high quality output; takes corrective action to correct problems or notifies others of quality issues.
o Safety Awareness - identifies safety issues/problems and informs the appropriate individual when issues arise; reports any unsafe working conditions; makes recommendations for correcting safety and security concerns.
o Teamwork – contributes to building a positive team environment; supports successes, recognizes accomplishments; provides feedback; exhibits openness to others perspectives; balances responsibilities.
- Driven and takes inititive in opportunites to help move projects along efficently and with customer focus in mind.
Pay: $48,500.00-$52,500.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- RRSP match
- Vision care
Work Location: In person
