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Added 22 mins ago
NC
Instructional Design Support
NAV CANADA
Ottawa, ON
- Full-time
…computer/tablet-based, and/or in-person training) for program and project managers, to ensure delivery of effective training…
Added 36 mins ago
JB
Service Coordinator
John Brooks Company
Mississauga, ON
- $60,000 to $70,600 CAD / year
- Full-time
Reporting to the Service Operations Supervisor, the Service Coordinator manages pump repair, service, and parts orders from request to completion. This role prepares quotations, coordinates…
Added 36 mins ago
JB
Service Coordinator
John Brooks
Mississauga, ON
- $60,000 to $70,600 CAD / year
- Full-time
Reporting to the Service Operations Supervisor, the Service Coordinator manages pump repair, service, and parts orders from request to completion. This role prepares quotations, coordinates…
Added 1 hour ago
UO
Senior Coordinator, Development
University of Ottawa
Ottawa, ON · Desmarais Hall
- Full-time
…fundraising success by providing administrative, operational, and project management support to the advancement team. This position ensures the efficient execution of major, principal,…
Added 1 hour ago
CBMC, Site Coordinator
Cape Breton University
Sydney Indian Reserve No. 28A, NS · Sydney, NS
The Site Coordinator is responsible for the organization, coordination and administration of all undergraduate medical education activities at the site, including the Longitudinal…
Added 1 hour ago
M
Business Project Manager
Maarut
Levis, QC
- Contract
The client is looking for two senior, versatile project
Added 4 hours ago
CT
TECHNICAL INTEGRATION & CONVERSION COORDINATOR - RIS / PACS
Chrome Technologies
Montreal, QC
- Full-time
We are looking for a Digital Health-IT Cutover Coordinator to join our team of consultants in our Montreal office on a permanent basis.
Added 8 hours ago
GS
Construction Project Administrative Coordinator
Gallaher Signature Living
Windsor, ON
- Full-time
The ideal candidate has experience in construction administration, project documentation, and contract coordination, with the ability to manage multiple priorities in a fast-paced…
Added 10 hours ago
R|
Clinical Research Coordinator - Nurse
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
…in-depth analysis of documents in English related to a research…
Added 10 hours ago
R|
Clinical Research Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
…in-depth analysis of documents in English related to a research…
Added 10 hours ago
R|
Clinical Research Coordinator – Physiotherapist
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
…in-depth analysis of documents in English related to a research…
Added 10 hours ago
R|
Clinical Research Coordinator
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
…in-depth analysis of documents in English related to a research…
Added 10 hours ago
TH
Clinical Research Project Coordinator - Research Institute UNITE Team
The Hospital for Sick Children
Toronto, ON
- Full-time
We are looking to hire a full-time (1.0 FTE) Clinical Research Project Coordinator (CRPC) to join our youth and family-specific engagement in research (UNITE) team. This UNITE project is…
Added 10 hours ago
UO
Intermediate Coordinator, Academic Program Management
University of Ottawa
Ottawa, ON · Lamoureux Hall
- Full-time
Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Added 13 hours ago
V
Project & Shutdown Management Lead
Vale
Canada
- Full-time
Manage, monitor, and report on project/shutdown costs, cash forecasts, and variance explanations with the Projects Controls Coordinator.
Added 15 hours ago
SH
Loyalty & Guest Feedback Coordinator
Sandman Hotel Group
BC · West Vancouver, BC
- Full-time
Project Management & Innovation: Demonstrated experience in developing, supporting, and measuring special projects related to voice of customer. Skilled in managing multiple, diverse…
Added 15 hours ago
CC
Assistant Project Manager
CGI Constructors
Mississauga, ON
- Full-time
We currently have an opportunity open for an experienced Assistant Project Manager in our Toronto office.
Added 16 hours ago
PR
Asset Information Management Coordinator
Paramount Resources
Calgary, AB
- Full-time
The role of the Asset Information Management (AIM) Coordinator is to be the dedicated owner of Paramount’s daily AIM operations and support the adoption of AI. Reporting to the Enterprise…
Added 16 hours ago
Capital Program Support Coordinator
Government of Alberta
AB
The Capital Program Support Coordinator provides specialized administrative, financial, procurement, contract, project, and program support for the Crown Land Infrastructure Capital…
Added 16 hours ago
Branch and Issues Coordinator, LROHS and Workplace Supports and Prevention
Government of Alberta
AB
Job Title: Branch and Issues Coordinator, Labour Relations & Occupational Health and Safety (LR & OHS) and Workplace Supports and Prevention (WSP)
Added 16 hours ago
Engineer, Field
Aecon
Campbell River, BC
Aecon is seeking a Field Engineer to join the Ladore Dam Spillway Upgrade Project in Campbell River, British Columbia. This site-based position provides an opportunity to play an integral…
Added 17 hours ago
Loyalty & Guest Feedback Coordinator
Northland Properties
Vancouver, BC
Project Management & Innovation: Demonstrated experience in developing, supporting, and measuring special projects related to voice of customer. Skilled in managing multiple, diverse…
Added 17 hours ago
C
Sr. Project Coordinator, IT
CIBC
Toronto, ON
- Full-time
As a member of CIBC’s team, the Senior Project Coordinator, IT is responsible for tracking, monitoring, and following up on requests for information received by a team. The role makes…
Added 17 hours ago
BH
Coordinator, Client Engagement, Partnership and Health Equity
Bruyère Health
Ottawa, ON
- Full-time
Excellent project management, planning, and organizational skills, with the ability to manage multiple priorities and competing demands
Added 17 hours ago
A
Logistics Coordinator
ATCO
La Prairie, QC
- Full-time
As a Logistics Coordinator, you will be the backbone of our operations, ensuring the smooth execution of logistics from start to finish including regional lease fleet management, scheduling…

Gallaher Signature Living

Construction Project Administrative Coordinator

Windsor, ON, Canada

Annual Salary: $40.50 - $50.00 per hour, depending on experience · Full-time

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Job details

Pay: Annual Salary: $40.50 - $50.00 per hour, depending on experience
Job type: Full-time
Apply by: Nov 27, 2026
Posting language: English
Posted: Oct 28, 2026

Original job description

Location: Windsor, California (onsite)

Annual Salary: $40.50 - $50.00 per hour, depending on experience

Position Type: Full-Time, nonexempt, hourly

Company Overview

Gallaher Companies is a nationally recognized leader in real estate development, design, construction, and operations. Specializing in multifamily residences, commercial projects, senior living communities, and lifestyle brands across California, we are driven by a commitment to excellence, innovation, and timeless design.

Position Summary

Gallaher Companies is seeking a highly organized, detail-oriented, and proactive Administrative Construction Assistant to support our growing construction operations.

The ideal candidate has experience in construction administration, project documentation, and contract coordination, with the ability to manage multiple priorities in a fast-paced environment.

This position plays an important role in keeping construction projects organized, ensuring documentation is accurate and complete, and supporting effective communication between project managers, subcontractors, vendors, and accounting teams.

We are looking for someone who takes ownership of their work, anticipates needs, and understands the importance of accuracy, follow-through, and meeting deadlines.

Key Responsibilities

Construction Contracts & Compliance

Prepare, distribute, and track subcontractor agreements, ensuring all required signatures and supporting documentation are received and properly maintained.
Request, review, and monitor certificates of insurance (COIs), including coverage requirements, expiration dates, and required endorsements.
Track preliminary lien notices and maintain accurate, project-specific documentation.
Follow up with subcontractors and vendors regarding outstanding contracts, insurance certificates, and other required documentation.

Project Administration & Documentation

Prepare, process, and track purchase orders and change orders, ensuring proper approvals, signatures, and supporting documentation.
Maintain accurate and organized electronic and physical project files.
Assist project managers with administrative tasks, project correspondence, document tracking, and scheduling coordination.
Monitor outstanding documentation and deadlines to help keep projects moving efficiently.

Accounting & Vendor Coordination

Coordinate with accounting and project management teams to support invoice processing, billing documentation, and accounts payable activities.
Assist with reviewing project paperwork for accuracy and completeness before submission for approval or payment.
Communicate with subcontractors, vendors, and internal departments to resolve documentation discrepancies and obtain missing information.

General Administrative Support

Provide day-to-day administrative support to construction leadership and project teams.
Maintain organized records and tracking systems to ensure information is readily accessible.
Identify opportunities to improve administrative processes, organization, and workflow efficiency.
Perform additional administrative duties as needed to support construction operations.

Qualifications

Previous administrative experience in the construction industry strongly preferred.
Working knowledge of construction contracts, certificates of insurance, preliminary lien notices, purchase orders, and change orders.
Exceptional organizational skills with strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
Ability to manage multiple projects and competing priorities while consistently meeting deadlines.
Strong follow-through, problem-solving skills, and a proactive approach to daily responsibilities.
Ability to work independently while collaborating effectively with project managers, subcontractors, vendors, and accounting personnel.
Experience with construction management software such as Procore Financials and electronic document management systems strongly preferred.
Professionalism and discretion when handling confidential company and project information.

Company Benefits

At Gallaher Companies, we recognize that our employees are essential to our success. We offer a competitive compensation and benefits package designed to support our team members both professionally and personally.

Competitive compensation and benefits including matching 401(K), vision, dental, and 100% employer paid medical for eligible employees
Opportunities for career growth and team expansion
A collaborative, high-performance culture
3+ weeks paid vacation and holidays to start

WHY JOIN US?

Gallaher Companies is a family-built business that takes pride in everything it puts its name on. We are looking for an Interior Designer who is passionate about thoughtful design, quality, and the details that bring a project to life. If you’re a designer who genuinely cares about the work, takes pride in your craft, and wants to grow with a collaborative team, we’d love to hear from you.

Equal Employment Opportunity Statement

Gallaher Companies is an equal opportunity employer and makes employment decisions based on merit. We want to have the best available people in every job. Company policy prohibits unlawful discrimination based on race, color, creed, sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), religion (including religious dress and religious grooming), marital status, age, national origin or ancestry, citizenship, physical or mental disability, and legally protected medical condition or information, genetic characteristics, sexual orientation, gender (including gender identity and gender expression), family care or medical leave status, military caregiver status, military or veteran status, domestic partner status, hairstyles or any other consideration made unlawful by federal, state or local laws.

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More about this job

Responsibilities

Coordinate construction contracts, insurance certificates, lien notices, purchase orders, change orders, and project documentation, ensuring records and approvals are complete and deadlines are tracked. Support project managers, construction leadership, vendors, subcontractors, and accounting teams with correspondence, scheduling, invoice documentation, and administrative workflow improvements.

Requirements

Previous construction-industry administrative experience is strongly preferred, along with working knowledge of construction contracts, insurance certificates, preliminary lien notices, purchase orders, and change orders. Candidates should have strong organizational, communication, accuracy, and follow-through skills; proficiency in Microsoft Office is expected, while Procore Financials and electronic document management experience are preferred.

Skills

Construction Administration
Contract Coordination
Project Documentation
Certificate of Insurance Tracking
Preliminary Lien Notice Tracking
Purchase Order Processing
Change Order Processing
Document Management
Invoice Processing
Accounts Payable Coordination
Microsoft Excel
Microsoft Word
Microsoft Outlook
Deadline Management
Vendor Coordination
Attention to Detail

Benefits

401(k) Matching
Vision Insurance
Dental Insurance
Employer-Paid Medical Insurance
Career Growth Opportunities
Paid Vacation
Paid Holidays

Visa sponsorship

Not detected in the job text

Keywords

Construction Administration
Construction Contracts
Subcontractor Agreements
Certificates of Insurance
Insurance Endorsements
Preliminary Lien Notices
Purchase Orders
Change Orders
Project Documentation
Procore Financials
Microsoft Office
Microsoft Excel
Microsoft Word
Microsoft Outlook
Invoice Processing
Billing Documentation
Accounts Payable
Vendor Coordination
Subcontractor Coordination
Project Correspondence
Scheduling Coordination
Document Tracking
Deadline Management
Construction Operations

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