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Added 10 mins ago
LS
MARINE DIVISION MANAGER
Landmark Solutions
Salmon Arm, BC
- Full-time
Landmark Solutions Ltd. (Landmark) is growing and we’re seeking an experienced Marine Division Manager to lead our Marine Division and manage the delivery of marine and waterfront projects.…
Added 10 mins ago
LS
CIVIL CONSTRUCTION PROJECT MANAGER
Landmark Solutions
Salmon Arm, BC
- Full-time
Landmark Solutions Ltd. (Landmark) is growing, and we’re looking for a Civil Construction Project Manager to help build what comes next. Join a team that values practical expertise, fresh…
Added 10 mins ago
PW
Community and Special Projects Coordinator
Pavilion Women's Centre
Haileybury, ON
- Full-time
- Temporary
Monitor project budgets with the Finance Manager, and flag risks, variances and decision points early to the Executive Director and committees
Added 10 mins ago
A
Pattern Making Lead
ARC'TERYX
North Vancouver, BC
- Full-time
Supporting the Manager, Pattern Making and Director, Product Development in building, coaching, and guiding a high performing team of technical Pattern Makers, and owning the day-to-day…
Added 10 mins ago
R
Project Manager - AdFarm
RR46
Calgary, AB
- Full-time
As the Project Manager, you are responsible for supporting work as it moves through all phases of projects through the internal process of the agency and within the delivery of…
Added 10 mins ago
T
Project Manager
Thales
Ottawa, ON
- Full-time
Thales has a vacancy for a Project Manager (PM) who will be responsible for the delivery of the assigned project, its business rhythm and all associated governance aspects in order to…
Added 10 mins ago
T
Senior Analyst, Reporting - Model Management and Analytics (5600)
TD
Toronto, ON
- Full-time
Reporting to the Sr. Manager, Capital Reporting and ECL staging of MMA, this role will work closely with the Model Development team, Chief Accountant's team, Enterprise Risk Management and…
Added 10 mins ago
SL
Manager, Finance Automation
Sun Life
Toronto, ON · Waterloo, ON · Sun Life Toronto One York
- Full-time
Lead the change and see your solutions deliver lasting impact. As Manager, Finance Automation, you’ll lead transformation engagements across Sun Life’s global Finance community, partnering…
Added 10 mins ago
SL
Director, Compliance - SLC Management
Sun Life
Toronto, ON · Waterloo, ON · Sun Life Toronto One York
- Full-time
…through operational oversight, regulatory program administration, project management, and governance activities. This role is responsible for coordinating key compliance processes,…
Added 10 mins ago
SL
Senior Associate, Financial Controls - SLC Management
Sun Life
Toronto, ON · Waterloo, ON · Sun Life Toronto One York
- Full-time
Strong project management and time management skills with the ability to handle multiple ongoing project deliverables
Added 10 mins ago
SM
Senior Associate, Financial Controls - SLC Management
SLC Management
Toronto, ON · Waterloo, ON · Sun Life Toronto One York
- Full-time
Strong project management and time management skills with the ability to handle multiple ongoing project deliverables
Added 10 mins ago
SM
Director, Compliance - SLC Management
SLC Management
Toronto, ON · Waterloo, ON · Sun Life Toronto One York
- Full-time
…through operational oversight, regulatory program administration, project management, and governance activities. This role is responsible for coordinating key compliance processes,…
Added 10 mins ago
M
Sr. Manager, Workforce Readiness
McKesson
Mississauga, ON
- Full-time
The Workforce Readiness team is seeking a Senior Manager of Workforce Readiness to accelerate adoption, alignment, and engagement across the McKesson Technology Acceleration Program (MTAP).…
Added 10 mins ago
TC
Aexeo Onboarding - Vice President
The Citco Group Limited
Halifax, NS
- Full-time
Oversight and tracking of project pipeline, project leads, progress and deadlines
Added 10 mins ago
AC
Early Careers: Investments Associate
Aon Corporation
Vancouver, BC
- Full-time
Prepare presentations and materials on investment topics such as manager selection, asset classes, portfolio structure, market themes and investment fundamentals.
Added 24 mins ago
AC
Training Designer
Air Canada
Toronto, ON
- Full-time
…global top ten airline in everything we do. Reporting to the Manager, Training Design, this role participates in the full design cycle within a dynamic team environment to produce…
Added 24 mins ago
BC
Project Manager - Buildings West
Bird Construction
Edmonton, AB
- Full-time
Project Manager - Buildings WestReporting to the Director of Operations, the Project Manager - Buildings West will be responsible for total project delivery including planning, execution…
Added 24 mins ago
Sr/Lead Expeditor
Kiewit
Calgary, AB
…mentoring responsibilities. You will work within the approved project expediting framework and recommend changes in surveillance, escalation, and resources. Formal staffing, personnel…
Added 24 mins ago
Buyer
Domtar Products
Skookumchuck, BC
Reporting to the Supply Chain Manager, the Buyer will procure, negotiate and administer major agreements for materials, services, capital projects and major maintenance contracts in…
Added 24 mins ago
Senior Buyer
Domtar Products
Port Mellon, BC
As a valued member of our Procurement Team and working with the support of the Manager, Supply Chain, you will source, procure and manage inventory of designated commodities. Lead strategic…
Added 24 mins ago
RB
Manager, Graphic Design, Burger King, Canada
Restaurant Brands International
Toronto, ON · Corp - Toronto Corporate Office
- Full-time
Restaurant Brands International is looking for a Manager, Graphic Design to join the Burger King Canada team. This is an exciting opportunity working alongside the Marketing team, leading…
Added 24 mins ago
LM
Manager, Workplace Operations & Executive Support - Canada
Liberty Mutual Canada
Remote, Canada
- Full-time
- Remote
Working with Canadian leaders and enterprise partners, the Manager exercises local operational authority within approved budgets and policies, while lease commitments and capital-project…
Added 24 mins ago
Structural Designer
Mott MacDonald
Vancouver, BC
Collaborate with other disciplines and the project engineering team for structural design requirements.
Added 24 mins ago
E
Director, Construction
Extendicare
Markham, ON · Extendicare (Canada) Inc (Steeles Ave.)
- Full-time
Take on direct project responsibility, or co-lead delivery, on select large-scale or complex projects alongside the assigned Project Manager as required
Added 24 mins ago
Production Supervisor
Aecon
Cambridge, ON
Assist in developing, monitoring and updating of project schedule with the Fabrication Manager. Ensure subcontractors comply with project master schedule

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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