Project Administrative Assistant

Broccolini Construction Inc.•Ottawa, ON

40d•$60,000 - $70,000

About The Position

The Project Administrative Assistant is an important part of the Construction project team and is responsible for providing administrative support, coordinating procedures, and ensuring all documents related to the Construction project are compliant. In collaboration with the project team, the incumbent will ensure to deliver quality work, on time. Be part of our team and enjoy a dynamic environment that will enable you to grow with every project!

Requirements

Diploma in Administration or similar discipline
Minimum of 3 years’ experience in a similar position, construction industry experience is considered an asset
Experience/very good understanding of accounting functions
Excellent knowledge of MS Office software; Tech-savvy with various computer software’s (Procore, Premier, Textura)
Strong teamwork abilities and ability to manage scheduling
Ability to work within tight deadlines, strong time management skills and ability to prioritize in a dynamic and fast pace working environment
Organized, meticulous and carries a team spirit

Responsibilities

Coordinate administrative functions across multiple construction projects, ensuring documentation, communication, and workflows stay organized and on track
Manage meeting logistics and take clear, actionable meeting minutes (internal, client, and OAC meetings)
Maintain project directories, filing systems (SharePoint), and overall document control
Coordinate team activities and support project/site events as needed
Upload, organize, and distribute drawings and project documents to internal teams and subcontractors
Maintain accurate and up-to-date project records, including directories and logs
Assist with preparation, execution, and tracking of contractual documents (subcontracts, supplemental conditions, closeout documents)
Support document workflows using Procore, Bluebeam, Docusign, and related platforms
Assist in the preparation, issuance, and tracking of subcontracts and purchase orders
Maintain subcontract logs and ensure all documentation is complete and up to date
Follow up with subcontractors on outstanding requests, pricing (PCOs), and required documentation
Manage trade compliance documentation and support subcontractor onboarding and software navigation (e.g., Textura)
Enter and maintain project financial data including subcontracts, change orders (PCOs, COs, SCOs), and invoice coding
Prepare and support monthly billing cycles, including progress draws and required documentation
Liaise with accounting and project teams to resolve invoice discrepancies and ensure timely processing
Assist with job cost tracking, audit preparation, and financial reconciliation
Support the preparation of monthly client reports, including gathering inputs from project teams and ensuring deadlines are met
Coordinate internal deadlines and follow-ups to ensure timely submission of project information
Assist with compiling project data, schedules, and reporting documentation
Coordinate project closeout requirements, including documentation, utility account closures, and vendor PO reconciliation
Work with the project team and site staff to gather occupancy and closeout documentation
Arrange site-related needs such as printed drawings and general supplies
Support project teams with ad hoc administrative needs across multiple active projects
Maintain strong communication with project managers, site teams, subcontractors, and head office departments