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Added 12 mins ago
GS
Business Development Manager – RMC Solutions
Giatec Scientific Inc.
Ottawa, ON
- Full-time
Run discovery conversations about concrete operations, quality control, in-transit monitoring, and fleet workflows
Added 12 mins ago
LS
MARINE DIVISION MANAGER
Landmark Solutions
Salmon Arm, BC
- Full-time
Lead the Marine Division, set priorities and hold employees accountable for safety, quality, performance and follow-through.
Added 12 mins ago
LS
CIVIL CONSTRUCTION PROJECT MANAGER
Landmark Solutions
Salmon Arm, BC
- Full-time
…Join a team that values practical expertise, fresh ideas, and quality work, with the opportunity to make a meaningful contribution as we expand. This role is for a practical construction…
Added 12 mins ago
LS
LEAD ESTIMATOR
Landmark Solutions
Salmon Arm, BC
- Full-time
Landmark Solutions Ltd. (Landmark) is growing, and we’re looking for a Lead Estimator to help build what comes next. Join a team that values practical expertise, fresh ideas, and quality…
Added 12 mins ago
M
Loss Prevention Manager
Marriott
Toronto, ON
- Full-time
Follow proper key control guidelines in loss prevention and in the property.
Added 12 mins ago
T
Project Manager
Thales
Ottawa, ON
- Full-time
…ensure Thales delivers the project to the schedule, cost and quality requirements and to the satisfaction of the customer. The ability to collaborate with the Portfolio Manager, lead and…
Added 12 mins ago
SC
Warehouse Break Pack, Part time, Mon-Fri, 8:30 - 4:00
Staples Canada
Amherst, NS
- Part-time
…space usage. Perform work under the direction of warehouse lead, supervisor or…
Added 12 mins ago
TC
Aexeo Onboarding - Vice President
The Citco Group Limited
Halifax, NS
- Full-time
…existing client relationships and onboardings, will have a lead role in global or local initiatives interacting with other Citco global offices and technology…
Added 12 mins ago
AC
Early Careers: Commercial Risk, Broking Intern - Winter 2027
Aon Corporation
Calgary, AB
- Full-time
Maintaining quality controls and checking work for accuracy;
Added 27 mins ago
BG
Parts Coordinator (Toronto Area)
Boyd Group Services
Toronto, ON
- Full-time
…in collision and glass services. As we continue to grow and lead the industry, we ensure you have the resources and the team behind you to move your career…
Added 27 mins ago
BC
Project Manager - Buildings West
Bird Construction
Edmonton, AB
- Full-time
Ensure site operation is following the requirements of the Inspection test plan and quality control procedures.
Added 27 mins ago
BC
Material Coordinator
Bird Construction
Regina, SK
- Full-time
Inspect incoming materials for quality, quantity, and damage.
Added 27 mins ago
Sr/Lead Expeditor
Kiewit
Calgary, AB
Resolve difficult delivery interfaces with Engineering, document control, Supplier Quality Surveillance, Logistics, and site teams. Bring supplier leadership into escalations when…
Added 27 mins ago
Senior Buyer
Domtar Products
Port Mellon, BC
…source, procure and manage inventory of designated commodities. Lead strategic negotiate and secure services as required to support Company operations and projects, and accountable/support…
Added 27 mins ago
CT
Warehouse Team Lead
Cam Tran
Spruce Grove, AB
- Full-time
Demonstrated experience and knowledge in lean manufacturing systems, Production Control and Quality System.
Added 27 mins ago
Business Unit Director - Supply Chain
Celestica International LP
Newmarket, ON
…planning, purchasing, warehousing, logistics, engineering, and…
Added 27 mins ago
GI
Senior Technology Designer
Global Infrastructure
Vancouver, BC
- Full-time
…documentation, interdisciplinary coordination, client communication, quality control, construction administration, and mentorship. The role helps strengthen client relationships, develop…
Added 27 mins ago
S
Planner II - Master Scheduling
Seaspan
North Vancouver, BC
- Full-time
…production, and program controls teams, the role ensures schedule quality and compliance, supports resource planning and performance tracking, identifies risks and schedule integration…
Added 27 mins ago
Production Supervisor
Aecon
Cambridge, ON
Integrity. We lead by example, with humility and courage.
Added 27 mins ago
PG
Manager, Media Planning
Publicis Groupe Holdings B.V
Toronto, ON
- Full-time
…ideas and activations that drive human connections. You will lead the team in pursuing innovative, well-targeted, communication and connection solutions across a variety of media to meet or…
Added 27 mins ago
O
Quality Engineer
OPmobility
Windsor, ON
- Full-time
Lead root cause analysis, action planning, and containment measures (quality wall, controlled shipping).
Added 27 mins ago
MM
Strategic Sourcing Associate
Mohawk Medbuy Corporation
Toronto, ON · Greater Toronto Area, Canada
- $53,736 to $62,980 CAD / year
- Full-time
Reply to the proponent’s questions in collaboration with the sourcing lead.
Added 27 mins ago
E
Deployment Lead
enurgen
Ottawa, ON · Greater Ottawa Metropolitan Area
- Full-time
We’re looking for highly motivated problem solvers with a technical background to join us as Deployment Lead. You’ll be where our technology meets the real world. You’ll take renewable…
Added 27 mins ago
C
Intermediate Structural Engineer - Buildings
CIMA+
Mississauga, ON
- $92,800 to $127,600 CAD / year
- Full-time
Ensure compliance to the quality assurance and control program
Added 42 mins ago
Senior Specialist, Compliance and Quality Assurance
CMHC - SCHL
Calgary, AB · Vancouver, BC · Halifax, NS · Ottawa, ON · Toronto, ON · Montreal, QC
Join the Chief Risk Officer’s team in the Senior Specialist, Compliance and Quality Assurance position. In this role, you will provide strategic insight and independent challenge on…

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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