Construction Administrative Coordinator
Job Type: Full-time
Industry: Construction & Hoisting
About the Role
We are seeking an organized, detail-oriented Construction Administrative Coordinator to provide administrative, accounting, scheduling, and project coordination support for our construction and hoisting operations.
The successful candidate will play an important role in keeping office operations and projects organized and running efficiently. This position involves working closely with management, project managers, supervisors, field personnel, customers, suppliers, and subcontractors.
The ideal candidate is dependable, professional, highly organized, and able to manage multiple priorities in a fast-paced construction environment.
Key ResponsibilitiesConstruction & Project Coordination
- Provide administrative support throughout the lifecycle of construction and hoisting projects.
- Assist with project setup, tracking, and completion documentation.
- Maintain project schedules, task lists, deadlines, and milestone updates.
- Track project requirements, approvals, outstanding items, and required documentation.
- Assist with preparing project status updates and reports.
- Coordinate communication between project managers, supervisors, field personnel, customers, suppliers, and subcontractors.
- Follow up on outstanding project requirements and action items.
Accounting & Administrative Support
- Assist with accounts payable and accounts receivable functions.
- Assist with invoice preparation, tracking, and follow-up.
- Maintain accurate records related to project costs and expenses.
- Assist with payroll-related administrative tasks and record keeping.
- Communicate with customers and vendors regarding invoices, documentation, and account information.
- Coordinate with Controller to provide support and all necessary invoices and receipts
- Maintain organized electronic and paper files, records, and project documentation.
- Prepare correspondence, reports, meeting notes, and internal communications.
- Assist management with scheduling, organization, and operational follow-up.Scheduling & Operations
- Assist with coordinating project schedules and operational timelines.
- Support scheduling of crews, equipment, deliveries, inspections, and site requirements.
- Communicate project updates, schedule changes, and operational information as required.
- Coordinate information between office staff, field teams, customers, and external stakeholders.
- Assist with ensuring project information is communicated accurately and in a timely manner.
Customer & Vendor Communication
- Respond to customer and supplier inquiries professionally and promptly.
- Assist in maintaining positive relationships with customers, suppliers, and subcontractors.
- Coordinate documentation and information between internal teams and external stakeholders.
- Follow up on outstanding requests, documentation, and action items.
Qualifications & Skills
- Previous experience in construction administration, office administration, accounting, project coordination, or a related field is essential.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Strong written and verbal communication skills.
- Professional and confident when communicating with customers, vendors, and employees.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Ability to learn and work with accounting, scheduling, and project management software.
- Construction or hoisting industry experience is an asset.
- Ability to work independently while also contributing effectively as part of a team.
- Reliable, professional, and proactive with a strong willingness to learn.
What We're Looking For
We are looking for someone who takes pride in being organized and keeping things on track. The successful candidate will be comfortable working in a busy construction environment where priorities and schedules may change quickly.
Strong communication, follow-through, attention to detail, and the ability to coordinate information between multiple parties are essential to this role.
Confidentiality
This position requires a high level of discretion. The successful candidate will be expected to maintain the confidentiality of company information, including customer information, pricing, project details, financial information, operational procedures, and other proprietary information obtained during employment.
General Responsibilities
The successful candidate may also assist with special projects, operational initiatives, process improvements, and other duties reasonably related to the position and company operations.
Pay: $26.00-$32.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Vision care
Work Location: In person
