Administrative Coordinator
- Vaughan, ON, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Experience
- Demonstrated experience in an administrative position. (Minimum 4 years)
- Posting language
- English
- Posted
Original job description
Company Details
Company Name: ICE Improvements
Industry: Construction
Location: Vaughan
Employment Details
Working Hours: 9am to 5pm Monday to Friday
Summary Of Duties
Maintain organized project files (contracts, permits, drawings, change orders, invoices)
Manage emails, phone calls, and general correspondence with clients and vendors
Handle incoming calls and emails with professionalism and courtesy.
Schedule jobs and maintain the Outlook Calendar
Perform clerical tasks, including data entry, document management, and proofreading.
Organize files and keep an efficient digital filing system.
Collaborate with team members to meet project deadlines
Prospecting
Organizing CEO Calendar
Track purchase orders and expenses
Social Media
Maintain cost tracking spreadsheets
Creating proposals or quotes templates
Assisting with procurement or material ordering
Preparing Invoices
Qualifications
Demonstrated experience in an administrative position. (Minimum 4 years)
Strong organizational skills and ability to prioritize tasks effectively.
Friendly and professional customer service skills.
Keen attention to detail for data entry and proofreading tasks.
Ability to work independently while communicating effectively with the team.
Contracts & subcontracts
Billing & invoicing
Experience tracking project schedules and maintaining project logs
Proficient in Microsoft Office (Excel, Word, Outlook) and construction management software (e.g. Jobber)
Strong organizational skills with the ability to manage high-volume documentation and tight deadlines
Excellent written and verbal communication skills
Company Name: ICE Improvements
Industry: Construction
Location: Vaughan
Employment Details
Working Hours: 9am to 5pm Monday to Friday
Summary Of Duties
Maintain organized project files (contracts, permits, drawings, change orders, invoices)
Manage emails, phone calls, and general correspondence with clients and vendors
Handle incoming calls and emails with professionalism and courtesy.
Schedule jobs and maintain the Outlook Calendar
Perform clerical tasks, including data entry, document management, and proofreading.
Organize files and keep an efficient digital filing system.
Collaborate with team members to meet project deadlines
Prospecting
Organizing CEO Calendar
Track purchase orders and expenses
Social Media
Maintain cost tracking spreadsheets
Creating proposals or quotes templates
Assisting with procurement or material ordering
Preparing Invoices
Qualifications
Demonstrated experience in an administrative position. (Minimum 4 years)
Strong organizational skills and ability to prioritize tasks effectively.
Friendly and professional customer service skills.
Keen attention to detail for data entry and proofreading tasks.
Ability to work independently while communicating effectively with the team.
Contracts & subcontracts
Billing & invoicing
Experience tracking project schedules and maintaining project logs
Proficient in Microsoft Office (Excel, Word, Outlook) and construction management software (e.g. Jobber)
Strong organizational skills with the ability to manage high-volume documentation and tight deadlines
Excellent written and verbal communication skills
More about this job
Responsibilities
Maintain project documentation, schedules, calendars, cost-tracking records, and correspondence with clients and vendors. Support procurement, proposals, purchase orders, invoicing, and general administrative tasks to help the team meet project deadlines.
Requirements
Requires at least four years of administrative experience, strong organizational and prioritization skills, attention to detail, and professional customer service and communication abilities. Candidates should be proficient in Microsoft Office and construction management software such as Jobber, with experience in project schedules, logs, contracts, billing, and invoicing.
Skills
- Project File Management
- Scheduling
- Calendar Management
- Data Entry
- Document Management
- Customer Service
- Written Communication
- Verbal Communication
- Proofreading
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- Jobber
- Cost Tracking
- Billing and Invoicing
- Procurement
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Construction
- Finance & Accounting
- Customer Service & Support
- Marketing
Keywords
- Construction
- Project Administration
- Project Files
- Contracts
- Subcontracts
- Permits
- Drawings
- Change Orders
- Invoices
- Outlook Calendar
- Data Entry
- Document Management
- Microsoft Office
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- Jobber
- Project Schedules
- Project Logs
- Purchase Orders
- Expense Tracking
- Cost Tracking
- Proposals
- Quotes
- Procurement
- Material Ordering
- Social Media
- Billing
- Invoicing