Administrative Coordinator
Job Description
Job description:
We are seeking a highly organized and experienced Administrative Coordinator to support our growing construction and project management team. This role is ideal for a detail-oriented professional with a minimum of four years of experience who thrives in a fast-paced environment and understands the importance of accuracy, timelines, and strong communication.
The successful candidate will play a key role in coordinating documentation, supporting project managers, managing contracts and invoices, and ensuring projects run smoothly from initiation to closeout. If you are proactive, dependable, and confident working with contractors, suppliers, and clients, we invite you to join our team.
Key Responsibilities
- 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
- 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
Job Types: full-time
Schedule:
- Monday to Friday
Location:
Hybrid
- Vaughan, ON (required)
Job Type: Full-time
Pay: $21.00-$26.00 per hour
Expected hours: 37.5 per week
Work Location: Hybrid remote in Vaughan, ON
How to Apply
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- Click the "Apply Now" button below.
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Frequently Asked Questions
Who is hiring?▼
This role is with Ice Improvements Inc. in Vaughan.
Is this a remote position?▼
This appears to be an on-site role in Vaughan.
What is the hiring process?▼
After you click "Apply Now", you will be redirected to the employer's official site to submit your resume. You can typically expect to hear back within 1-2 weeks if shortlisted.