Project Assistant​/Office Administrator - Buildings West

Project Assistant/Office Administrator
- Buildings West The 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’sDocument 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 ist 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 asset3 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,…