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Added 11 mins ago
Senior Specialist, Compliance and Quality Assurance
CMHC - SCHL
Calgary, AB · Vancouver, BC · Halifax, NS · Ottawa, ON · Toronto, ON · Montreal, QC
Use strong communication, presentation and influencing skills to communicate complex results, influence decisions, lead effective committees and working groups, document and follow actions…
Added 41 mins ago
HA
Banquet Manager
Hotel Arts Group
Calgary, AB
- Full-time
Hotel Arts is seeking a Banquet Manager to lead the planning and execution of exceptional banquet events. This hands-on leadership role is responsible for guest experience, operational…
Added 41 mins ago
Cost Controller, Project Controls (Contract)
Trans Mountain
Calgary, AB
…major project advancing towards execution. Reporting to the Lead, Cost Control, you will own cost control for assigned MOP scopes, including commitment and incurred cost tracking, monthly…
Added 56 mins ago
TO
Specialist, Cybersecurity and Resilience
Town of Caledon
Caledon, ON
- Full-time
Lead in conjunction with the network team, in the emergency management and security incident response activities and prepare reports and action plans if a security breach does occur.
Added 56 mins ago
T
Software Engineer II (SDET)
TD
Toronto, ON
- Full-time
Document and verify system components, applications, system infrastructure, security, integration, operability and engineering related architecture designs associated with a program or…
Added 1 hour ago
HSE Administrator - Michels Canada
Michels Corporation
Nisku, AB
Lead corporate document control activities, including maintaining master document registers, coordinating reviews and revisions, providing formatting support, and advising on approved…
Added 1 hour ago
A
LEAD PQAR / QUALITY ASSURANCE OFFICER
AtkinsRéalis
Mississauga, ON
- Full-time
…MyTrak or to the applicable software use by the project as document control repository…
Added 1 hour ago
A
Senior Accounts Payable/Project Accountant
Acciona
ON · CAN - Eglinton Crosstown West
- Full-time
…Coordinate with relevant teams (procurement, subcontract, cost control, AP) to obtain missing evidence, retain a clear record of all submissions and responses, and follow outstanding items…
Added 1 hour ago
BC
Project Assistant/Office Administrator - Buildings West
Bird Construction
Kelowna, BC
- Full-time
…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…
Added 1 hour ago
BI
Senior Pega Lead / Lead Enterprise Business Architect
BURGEON IT SERVICES
Toronto, ON
- Contract
We are seeking an experienced Senior Pega Lead / Lead Enterprise Business Architect to design and deliver scalable enterprise solutions supporting Wealth Management capabilities within a…
Added 1 hour ago
CC
Coffee Quality & Innovation Manager
Canterbury Coffee
Richmond, BC
- $88,000 to $110,000 CAD / year
- Full-time
Strong working knowledge of SQF, HACCP, GMP, sanitation, traceability, recall, supplier approval and document control.
Added 2 hours ago
OT
Monitoring Surveyor
Ontario Transit Group
Toronto, ON
- Full-time
Communicate with the Monitoring Lead Surveyor and traffic control supervisors to ensure safety and efficient data collection.
Added 2 hours ago
OT
Monitoring Surveyor
Ontario Transit Group - Ontario Line - Southern Civil, Stations & Tunnel
Toronto, ON
- Full-time
Communicate with the Monitoring Lead Surveyor and traffic control supervisors to ensure safety and efficient data collection.
Added 2 hours ago
AS
Sr Project Manager
AgileGrid Solutions
Canada
- $100,000 to $120,000 CAD / year
- Full-time
…establish the design basis, major equipment specifications, and control requirements. Engage and coordinate outside consultants when needed to support appropriate project definition and…
Added 2 hours ago
W
Technical Coordinator
Webuild
Toronto, ON
- Full-time
Manage design reviews and document control activities.
Added 2 hours ago
OG
Lead Construction Safety Officer
Onni Group of Companies
Coquitlam, BC · Pine and Glen - Construction
- Full-time
Onni Contracting is looking for a Lead Construction Safety Officer to take charge of safety on one of our active Lower Mainland projects in Port Coquitlam. You’ll run daily inspections and…
Added 2 hours ago
CO
Application & Integration Technical Analyst
City of Saint John
Saint John, NB
- Full-time
Under the direction of the designated IT Manager, the Application and Integration Technical Analyst is a technical lead responsible for system architecture, data strategy, and integration…
Added 2 hours ago
HT
IT Internal Auditor
Husky Technologies
Bolton, ON
- Full-time
…passion of our people around the world and their desire to lead change. At the same time, we are not afraid to expect a lot and strive for leadership in all of our key markets. We are a…
Added 2 hours ago
HT
Internal Auditor (Business Control & IT)
Husky Technologies
Bolton, ON
- Full-time
Title: Internal Auditor (Business Control & IT)
Added 2 hours ago
KB
Receiver/Shipper Associate
Kent Building Supplies
Fredericton, NB
- Full-time
Completing all receiving/shipping/picking/packing/inventory checks as required for quality control
Added 2 hours ago
IS
Production Supervisor, Pipe
Irving Shipbuilding
Halifax, NS
- Full-time
Accountable for quality of Production documentation that is submitted to Document Control for archiving
Added 2 hours ago
B&
Estimating Administrator
Black & McDonald Limited
Acheson, AB
- Full-time
Excellent document control skills, including organizing, uploading, and maintaining large volumes of project files
Added 2 hours ago
Lead, SAP Functional Solutions (Utility Metering & Customer Technology)
Liberty Utilities
Oakville, ON
The SAP Functional Lead serves as Liberty's SAP business process expert and trusted advisor, providing functional expertise and operational support across SAP-enabled business processes.…
Added 2 hours ago
Procurement Lead/Senior Buyer
BWXT
Peterborough, ON
We are looking for a Procurement Lead for our Peterborough, Ontario site. BWXT NEC's Fuel and Fuel Handling business is involved in the design, manufacture, development, testing, parts…
Added 3 hours ago
SS
Software engineer
SMC Strategic Solutions Inc
Mississauga, ON
- From $57 CAD / hour
- Full-time
- Hybrid
Lead and co-ordinate teams of information systems professionals in the development of software and integrated information systems, process control software and other embedded software…

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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