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Added 44 mins ago
RP
Total Rewards Admin - Contract
RECRUITMENT PARTNERS INC.
Calgary, AB
- Contract
Our client, a leading organization in the construction materials and building products industry, is seeking a Total Rewards Administrator (Contract). This role plays a key part in…
Added 1 hour ago
G
Safety Administrator - Services
Graham
Fort McMurray, AB
- Full-time
…renewable energy, power, mining, forestry, underground, heavy construction, maintenance, turnarounds, and sustaining…
Added 3 hours ago
D
Senior Architectural Contract Construction Administrator
DIALOG
Prince George, BC
- Full-time
DIALOG is seeking an experienced Senior Architectural Contract Construction Administrator to provide site-based architectural leadership for the University Hospital of Northern British…
Added 3 hours ago
S
Senior Construction Contract Administrator
Stantec
Calgary, AB
- Full-time
We have several projects in Alberta that require a Senior Construction Contract Administrator to join our award-winning team.
Added 3 hours ago
WP
Project Administrator
WestUrban Properties Management
Campbell River, BC
- Full-time
At WestUrban, we don’t just build homes, we build communities through our expertise in construction management, customized development, and development planning across Western Canada. Our…
Added 4 hours ago
EA
Office Administrator
Emil Anderson Group
Kelowna, BC
- Full-time
…of companies provides services and support in infrastructure construction and maintenance, land development, residential and commercial building, and property…
Added 5 hours ago
Design Manager – Water/Wastewater
GHD Group Pty Ltd
Waterloo, ON
May serve as liaison between the construction contract administrator and engineering team during construction. Coordinates multidisciplinary problem resolution resulting from non-compliance…
Added 5 hours ago
HSE Administrator - Michels Canada
Michels Corporation
Nisku, AB
…because they know you’re watching out for them. Our company sees construction as a team sport, so we care about each other as a team. That level of caring filters through investments in…
Added 6 hours ago
BC
Project Assistant/Office Administrator - Buildings West
Bird Construction
Kelowna, BC
- Full-time
Project Assistant/Office Administrator - Buildings WestThe Project Assistant/Office Administrator - Buildings West is accountable for assisting with document control, submittals, day-to-day…
Added 7 hours ago
B&
Estimating Administrator
Black & McDonald Limited
Acheson, AB
- Full-time
Black & McDonald is actively seeking an Estimating Administrator to join our Alberta team. Reporting to the Lead Estimator, the Estimating Administrator provides direct administrative…
Added 10 hours ago
GI
Health Claims Administrator
Green Infrastructure Partners
Paradise, NL · St. John's, NL · Topsail Rd, Paradise, NL
- Full-time
Reporting to the Senior Manager, National Safety Claims - HSEQ, the Health Claims Administrator is responsible for administering and coordinating occupational injury, illness, disability,…
Added 12 hours ago
BG
Administrateur·trice du bureau (poste temporaire) | Office Administrator
Brandt Group of Companies
Saguenay, QC · Chicoutimi, QC
- Full-time
Brandt is currently seeking an Office Administrator (temporary) for our Chicoutimi Construction and Forestry location.
Added 12 hours ago
C
Construction Administrator
Confidential
Vaughan, ON
- Full-time
We are seeking an organized and detail-oriented Office Administrator to support equipment cost coding, data entry, and day-to-day office operations. The ideal candidate will have experience…
Added 12 hours ago
C
Contract Administrator
Confidential
Vaughan, ON
- Full-time
We are seeking a Construction Contracts Administrator to support the review, negotiation, administration, and ongoing management of construction contracts.
Added 12 hours ago
TC
Estimating Administrator
Thomas Cavanagh Construction Limited
Ottawa, ON · Kanata, ON
- Full-time
Thomas Cavanagh Construction Limited is seeking an organized and detail-oriented Estimating Administrator to support our civil estimating team. This position plays an important role in…
Added 13 hours ago
IR
Construction Coordinator
Impact Recruitment
Surrey, BC
- Contract
We are hiring a Construction Coordinator for our Surrey construction client for a 1-year contract position. Our client is seeking a Construction Coordinator to support multiple residential…
Added 15 hours ago
G
Office Administrator
GagaMuller
Regina, SK
- Full-time
…Management, and Digital services to owner organisation within the construction…
Added 16 hours ago
J
Project Manager (Engineering)
Jobgether
Canada
- $100,000 to $140,000 CAD / year
- Full-time
Procurement and construction support: Coordinate engineering deliverables with procurement and construction activities to maintain project alignment, resolve interfaces, and support…
Added 20 hours ago
J
Project Manager (Engineering)
Jobgether
Canada
- $100,000 to $140,000 CAD / year
- Full-time
Procurement and construction support: Coordinate engineering deliverables with procurement and construction activities to maintain project alignment, resolve interfaces, and support…
Added 22 hours ago
I
Project Engineer
ISL
Victoria, BC
- Full-time
…office. You will sign drawings, run your own projects, manage construction and build lasting relationships with Island municipalities, all with the support of a multidisciplinary firm of…
Added 23 hours ago
I
Accounting / Budget Administrator
IICRC
Lethbridge, AB
- Full-time
Paul Davis is currently looking for an Accountant / Budget Administrator in Lethbridge
Added 23 hours ago
A
Bookkeeper and Office Administrator
Averton
Vaughan, ON
- Full-time
Averton is an experienced, award winning homebuilder, community developer and construction management company. We are looking for a Bookkeeper and Office Administrator to join our…
Added 1 day ago
B
General Repair Technician II
BGIS
Gatineau, QC
- Full-time
Added 1 day ago
B
Facility Manager III
BGIS
Toronto, ON
- Full-time
Added 1 day ago
Senior Architectural Contract Construction Administrator (Prince George, BC)
DIALOG
Vancouver, BC
DIALOG is seeking an experienced Senior Architectural Contract Construction Administrator to provide site-based architectural leadership for the University Hospital of Northern British…

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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