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Added 10 mins ago
LS
MARINE DIVISION MANAGER
Landmark Solutions
Salmon Arm, BC
- Full-time
Landmark is a growing, multifaceted company with a dedicated team of professional and support staff, working together to provide our clients with high quality, innovative solutions in the…
Added 10 mins ago
LS
CIVIL CONSTRUCTION PROJECT MANAGER
Landmark Solutions
Salmon Arm, BC
- Full-time
Landmark is a growing, multifaceted company with a dedicated team of professional and support staff, working together to provide our clients with high quality, innovative solutions in the…
Added 10 mins ago
LS
LEAD ESTIMATOR
Landmark Solutions
Salmon Arm, BC
- Full-time
Landmark is a growing, multifaceted company with a dedicated team of professional and support staff, working together to provide our clients with high quality, innovative solutions in the…
Added 10 mins ago
LS
CIVIL CONSTRUCTION ESTIMATOR
Landmark Solutions
Salmon Arm, BC
- Full-time
Landmark is a growing, multifaceted company with a dedicated team of professional and support staff, working together to provide our clients with high quality, innovative solutions in the…
Added 10 mins ago
BT
Dispatch & Shop Supervisor
Bullet Trade Services
Guelph, ON
- $60,000 to $75,000 CAD / year
- Full-time
…urgent manpower meetings, and works closely with field crews, Project Managers, and the Operations Execution Team. The position also coordinates shop readiness, material staging, shipping…
Added 10 mins ago
A
Pattern Making Lead
ARC'TERYX
North Vancouver, BC
- Full-time
…team work on meet Arc’teryx design intent, quality, fit, and construction. You demonstrate integrity in your work, lead by example, and provide overall support and coaching to the Pattern…
Added 10 mins ago
B
INGÉNIEUR(E) MANUFACTURIER(ÈRE) / Manufacturing Engineer
bdb7d3fc-4d65-4696-8f5b-625ae24d6a93
Guelph, ON
- Full-time
…d'ingénierie utilisées dans les secteurs des infrastructures, de la construction, de l'énergie, de la fabrication, des mines, du transport et de l'industrie lourde. Ensemble, nous aidons…
Added 10 mins ago
TE
Intern, External Relations
TC Energy
Calgary, AB
- Full-time
We are seeking a Student Intern to support project delivery, regulatory compliance, Indigenous Relations initiatives, and reporting activities within the energy sector. This opportunity…
Added 25 mins ago
BC
Project Manager - Buildings West
Bird Construction
Edmonton, AB
- Full-time
Establish and complete preconstruction planning activities including look ahead schedules, HS&E, quality, procurement, construction logistics and Project Execution Plans.
Added 25 mins ago
BC
Material Coordinator
Bird Construction
Regina, SK
- Full-time
Coordinate the procurement, delivery, and movement of construction materials to project sites.
Added 25 mins ago
Operations Supervisor, Kootenays
FortisBC
Castlegar, BC · Creston, BC
…procedures; aligns work and resources for optimal scheduling to support efficient delivery of all work on the transmission and distribution…
Added 25 mins ago
MS
Estimator
Matrix Service
Leduc, AB
- Full-time
The Estimator is responsible for developing project cost estimates requiring a knowledge of the work being performed and the ability to do quantity take-offs from the available documents…
Added 25 mins ago
L
AEDN - Mechanical Engineer / Ingénieur mécanique
Lamour
Montreal, QC
- Full-time
…estate, building systems, infrastructure assessments, and capital project management. The successful applicant will work closely with operations, asset management, and acquisition teams to…
Added 25 mins ago
Structural Designer
Mott MacDonald
Vancouver, BC
Collaborate with other disciplines and the project engineering team for structural design requirements.
Added 25 mins ago
GI
Senior Technology Designer
Global Infrastructure
Vancouver, BC
- Full-time
…review shop drawings and submittals, respond to RFIs, attend project and construction meetings, perform site reviews, and support deficiency resolution and…
Added 25 mins ago
S
Planner II - Master Scheduling
Seaspan
North Vancouver, BC
- Full-time
…maintaining integrated, resource-loaded master schedules across key project phases, including Engineering & Design, Procurement, Build, and Test & Trials. Working closely with engineering,…
Added 25 mins ago
E
Director, Construction
Extendicare
Markham, ON · Extendicare (Canada) Inc (Steeles Ave.)
- Full-time
We are seeking a highly organized and initiative-taking Director, Construction with the ability to work in a fast-paced environment to support the construction program of our Long-Term Care…
Added 25 mins ago
Production Supervisor
Aecon
Cambridge, ON
…proudly serves public and private sector clients through its Construction and Concessions…
Added 25 mins ago
L
AEDN - Mechanical Engineer / Ingénieur mécanique
Lamour
Montreal, QC
- Full-time
…estate, building systems, infrastructure assessments, and capital project management. The successful applicant will work closely with operations, asset management, and acquisition teams to…
Added 25 mins ago
C
Intermediate Structural Engineer - Buildings
CIMA+
Mississauga, ON
- $92,800 to $127,600 CAD / year
- Full-time
…of projects from the initial planning stages to design and construction. CIMA+ cultivates career growth and provides opportunities as unique as you are. With a constant desire to offer our…
Added 25 mins ago
MP
Field Engineer - ICI Construction
Michael Page
Toronto, ON · Greater Toronto Area, Canada
- $60,000 to $80,000 CAD / year
- Full-time
Support the successful execution of ICI construction projects by assisting both field and project management teams.
Added 25 mins ago
SL
Lighting Technician
SGi Lighting Inc.
Oakville, ON
- Full-time
…Connected Lighting provides turnkey, full-package services that support clients from concept through installation. The company focuses on custom design, innovative lighting technologies,…
Added 40 mins ago
Financial Analyst
ATS Automation
Cambridge, ON
The Financial Analyst supports the Life Sciences Service business by providing financial and operational support to Service Leadership and Project Management teams. The role focuses on…
Added 40 mins ago
MN
HSE Specialist
Modern Niagara
London, ON
- Full-time
We are seeking an HSE Specialist to join our team on the PowerCo project outside of London, ON. The Health and Safety Specialist supports and strengthens a preventative safety culture…
Added 40 mins ago
MN
HSE Coordinator
Modern Niagara
London, ON
- Full-time
We are seeking an HSE Coordinator to join our team on the PowerCo project outside of London, ON. The HSE Coordinator supports the delivery of a strong, preventative safety culture across…

Bird Construction

Project Assistant/Office Administrator - Buildings West

Kelowna, BC, Canada

Full-time

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Job details

Job type: Full-time
Experience: 3 years’ experience tracking documentation in a database, such as Procore, SharePoint, or Viewpoint
Posting language: English
Posted: Oct 28, 2026

Original job description

Project Assistant/Office Administrator - Buildings WestThe Project Assistant/Office Administrator - Buildings West is accountable for assisting with document control, submittals, day-to-day activities, project administration duties and helping to minimize the task work done by Project Manager, Project Coordinator, Estimator and Superintendent, also maintains office services by organizing office operations and procedures, controlling correspondence, Couriers, and assigning and monitoring clerical functions.

This position is based in the Kelowna BC office.

What You Will Be Working On

Construction Management

Work closely with the Project Manager, Project Coordinator, Estimator, and Site Superintendent to minimize their need to do task work:
Change order pricing and documentation
Obtaining and processing of all submittals and RFI’s
Document management and control
Drafting minutes of meetings, contracts and correspondence.
Ensure accurate and timely project administration including: pricing change orders, tracking requests for information, processing of shop drawings, document control, and communication to all stakeholders.
Work closely with project team members and other stakeholders to identify, develop, implement, and support cost-effective project delivery.
Educate Project Managers, Project Coordinators, Estimators, and Superintendents in project administration.
Maintain effective communications to ensure all stakeholders are informed and up-to-date.

Relationship Management

Develop new relationships with clients, consultants, suppliers and trades.
Enhance relationships with existing clients, consultants, suppliers and trades.

Project Administration and Office Administrator:

Process RFI and shop drawing submissions and other project related documents in a timely manner and maintain up-to-date and accurate tracking logs.
Generate and manage the review and issuance of Subcontract Agreements ensuring all relevant documentation is provided and meets Bird requirements; follow up with trades to obtain all relevant contract documentation, review and ensure Bonds and Certificates of Insurance are accurate and meet Bird requirements.
Process all change management documentation in applicable systems, ensuring accuracy at all times.
Maintain organized project files in accordance with company’s Project File Structure.
Attend meetings and record and distribute minutes of meeting.
Expedite or coordinate information submitted by owner, consultants, trades and suppliers.
Create Operations and Maintenance (O&M) Manuals and assist with As-Built Drawings at closeout.
Assist project team members by taking initiative to minimize and complete tasks and ensure accurate document control practices and procedures are followed.
Organize Couriers,
Order and maintain supplies for the office- Coffee, Paper etc..
Reception- answering and directing phone calls,
Schedule and maintain meeting bookings and rooms.

What We Are Looking For

Undergraduate degree or diploma in a relevant field an asset
3 years’ experience tracking documentation in a database, such as Procore, SharePoint, or Viewpoint
Superior computer skills in Microsoft Office Word, Excel and Power Point

Ability to learn and adapt to changing systems, technology and procedures
Confident, detail orientated, enthusiastic and positive team player
Superior interpersonal, organizational and analytical skills
Flexible and able to manage multiple priorities simultaneously; meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment
Effective and efficient problem solving and decision-making skills; thoughtful, proactive and creative
Demonstrates a sense of urgency and strong commitment to achieving goals; ability to work in a challenging, fast-paced environment
Ability to forge, grow and maintain positive relationships with multiple groups
Strong written and oral communication skills
Able to manage multiple priorities simultaneously and meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment
Ability to work within tight deadlines and prioritization of work to achieve them
Strong analytical, critical thinking, problem-solving skills, and a high degree of accuracy and attention to detail

For Those Who Seek to Redefine

The greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird.

As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada’s skylines coast-to-coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story.

What We Believe In

We Put Safety First

A healthy and safe work environment is non-negotiable. We build a culture of operational and psychological safety through engagement, learning and leadership.

We Lead With Honesty

We speak and act with integrity, clarity and care so people can trust our word and our work. Being honest means we can deliver the best outcomes and consistent results.

We Are Stronger Together

Success is a team effort. Our inclusive workplace enables our combined expertise, humility and creativity to unlock our greater potential.

We Are Driven To Do Great Work

We built our name on quality. We have a passion for excellence in our work and relationships that honours our businesses and our industry.

We Create Opportunity

Rooted in a solid foundation, we adapt and grow to face the future. We are committed to elevating each other to chart the best path forward in an evolving world.

At Bird, we value Diversity, Equity, and Inclusion (DE&I) and believe it is essential to our success. We will continue to listen, learn, and take action in our commitment to building progress in our organization, and the industry as a whole. Cultivating an environment where all employees feel included, seen, and have a sense of belonging is core to Bird’s culture. We commit to proactively employing a workforce that reflects the communities in which we work, fostering an environment of continuous learning, and never compromising on our values.

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More about this job

Responsibilities

The Project Assistant/Office Administrator will manage project documentation, including submittals, RFIs, and change orders, while supporting the project team with administrative tasks. Additionally, they will oversee office operations, maintain project files, and facilitate communication between stakeholders.

Requirements

Candidates should have approximately 3 years of experience in documentation tracking using software like Procore, SharePoint, or Viewpoint. Strong proficiency in Microsoft Office and excellent organizational, analytical, and interpersonal skills are required for this fast-paced role.

Skills

Document control
Project administration
Submittals
RFI processing
Microsoft Office
Procore
SharePoint
Viewpoint
Change order management
Office operations
Communication
Analytical skills
Problem solving
Attention to detail
Time management
Relationship management

Visa sponsorship

Not detected in the job text

Keywords

Construction Management
Document Control
Project Administration
Procore
SharePoint
Viewpoint
Microsoft Office
RFI
Shop Drawings
Change Orders
Subcontract Agreements
O&M Manuals
As-Built Drawings
Office Administration
Reception
Data Tracking
Contract Management
Stakeholder Communication
Construction
Project Coordination

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