Job Summary
The Administrative Assistant plays a key role in providing operational, administrative, and financial support to the project and construction teams. This individual ensures seamless communication, rigorous schedule and budget tracking, proper transmission of health and safety information, and meticulous document management throughout all project phases - from initiation to closeout.
The Administrative Assistant reports directly to the VP Construction.
Key Responsibilities
- Perform daily follow-ups on active projects.
- Monitor project timelines with contractors and internal teams.
- Organize and coordinate project meetings as well as site (construction) meetings, and draft meeting minutes.
- Prepare task lists and ensure rigorous follow-up.
- Maintain and update project dashboards.
- Manage administrative project opening and closing procedures in Yardi.
- Set up new projects in Yardi and communicate necessary details to the drafting department.
- Prepare requests for proposals (RFPs) and price quotes.
- Track incoming bids and prepare comparative submission tables.
- Issue purchase orders (POs).
- Ensure proper filing and archiving of plans, specifications, and technical documents.
- Distribute plans, revisions, and general project information to the relevant teams.
- Draft letters, emails, reports, and administrative correspondence.
- Compile project costs.
- Review and verify contractor invoices.
- Track project budgets in close collaboration with the Director.
- Review and approve timesheets for field personnel (road crew).
- Gather and coordinate all information regarding workplace accidents involving employees and transmit the reports to the HR department.
- Provide reception coverage during lunch hour once every two weeks.
Qualifications & Requirements
- Education: College diploma (DEC) or Bachelor's degree in Business Administration, Construction Management, or a related field.
- Experience: 2 to 4 years of experience in a coordination role (construction or real estate industry preferred).
- Technical Skills:
- Proficiency in Microsoft Office Suite (especially Excel and Word).
- Hands-on experience with Yardi management software (highly desirable).
- Language Skills: Fluent in English (written and spoken), working knowledge or fluency in French (depending on business needs).
Key Competencies
- Strong organizational skills and high administrative rigor.
- Attention to detail, discretion, and reliability (especially when handling HR/accident reports).
- Ability to prioritize tasks and multitask effectively in a fast-paced environment.
- Strong communication and interpersonal skills with a team-oriented mindset.
The advantages of working at Olymbec:
- Competitive salary;
- Dental and Medical Insurance;
- Life Insurance;
- Long Term Disability Insurance;
- Employee Assistance Program (EAP);
- 6 sick/personal days per year;
- Access to Tele-Medicine;
- Travel Medical Insurance;
- Continuing Education/Training;
- Access to our Fitness Center at the office;
- Onsite Café/Bistro with subsidized meals and drinks;
- Free parking
Diversity and Inclusion
We value diversity and are an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, age, sex, sexual orientation, gender identity or expression, ethnic or national origin, disability, pregnancy, religion, veteran status, protected genetic information, or any other characteristic protected by law.
To learn more about Olymbec, click "Apply".
*Please note that certain job offers are conditional upon a background check, including a criminal record check.
Monday to Friday; 8:30 a.m to 4:30pm
