Administrative Assistant - Project

Overview

At Clark Builders, we’re more than a construction company — we’re purpose driven pa rtners committed to building stronger communities. Serving institutional, commercial, and industrial clients across Western and Northern Canada since 1974, we bring a relationship-based approach, deep expertise , and a commitment to safety, innovation, and sustainability to everything we do. As part of the Turner Construction family, we offer the personalized culture of a local team with the strength of a global leader.

Learn more about our Purpose and what drives us by visiting our Who We Are page.

Are you a highly organized and proactive individual who thrives in a dynamic environment? We're seeking a detail-oriented Administrative Assistant to join our project-based team and be the essential support system that keeps our construction site operating at peak efficiency. If you're passionate about providing exceptional support and playing a vital role in the success of a major project, we want to hear from you.

Reporting to: Project Executive(s)

• Deliver exceptional customer service and administrative support, ensuring a positive and productive environment for the construction site project team.
• Efficiently process mail, manage overnight deliveries, handle photocopying, maintain filing systems, send faxes, update phone lists, process invoices, and order business cards.
• Proactively manage the project calendar, meeting schedules, and project contact lists, ensuring seamless communication and organization.
• Process expense reports accurately and promptly for the Project Executive(s) and/or Manager.
• Set up, process, and administer project-specific tools and materials, including project calendar programs, conference room reservations, and parking/access cards.
• Prepare professional written correspondence, including memos, emails, presentations, and other project-specific documents.
• Create and maintain up-to-date project organizational and seating charts.
• Arrange travel reservations, business accommodations, itineraries, and agendas with meticulous attention to detail.
• Organize project-related meetings, including agenda preparation, scheduling, and logistics, as well as record, transcribe, and distribute detailed meeting minutes.
• Address general office inquiries from staff, clients, customers, and others, and proactively escalate issues as needed.
• Embrace and promote company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
• Collaborate with the Project Manager to establish and maintain clear protocols for project site visitors.
• Promote a professional and collaborative environment through positive interactions with owners, project team management, Joint Venture Partners, and vendors.
• Provide support for ad hoc requests related to onsite technical issues (e.g., Internet access, copier issues) or coordinate with the Information Systems (IS) team as needed.
• Conduct project-specific orientation and transitions for new project staff.
• Maintain an organized project filing system and coordinate document retrieval schedules.
• Order and manage office and kitchen supplies to support project office needs.
• Contribute new ideas for enhancing the effectiveness of the Administrative Services (AS) team and share recommendations with the broader job family.
• Assist with special projects and coordinate engaging events.
• Assist with timecard processing.
• Assist with document control and safety paperwork.
• Perform other activities, duties, and responsibilities as assigned.

• High School Diploma or GED and a minimum of 1 year of relevant administrative assistant experience in construction or a related industry (required).
• College degree and/or relevant administrative skills certification (a plus).
• Exceptional attention to detail, accuracy, and organizational skills.
• Ability to maintain sensitive and confidential information.
• Ability to work effectively with minimal supervision and as a valuable member of a team.
• Approachable, proactive, positive, and professional attitude.
• Excellent verbal and written business communication skills.
• Ability to conduct thorough research and perform accurate…