Are you a master organizer who can multi-task in a dynamic, fast-paced environment? Does being a part of an organization that builds and works on complex projects excite you? Do you like being the "go-to" person who supports your team? Take the leap and make your mark at Plan Group!
As a Administrator, Commercial Mechanical, you will:
- Generate the monthly New Business Report and provide summarized insights for management review.
- Update the Active Job List and coordinate with Project Managers monthly to track project status and forecast completion dates.
- Create monthly ToolWatch reports, distribute them to PMs, and track acknowledgments and required follow-ups.
- Ensure foremen comply with LPR reporting requirements by generating and distributing project-specific reports.
- Monitor and archive weekly two-week lookahead forms submitted by foremen.
- Manage the Stabilization Fund process, including timesheet tracking, supplier invoice collection, Consultant Sign-Off letters, and submission of completed packages to Local Unions based on milestone completion percentages.
- Complete job startup request forms, prepare network job folders, upload estimating files, and submit required documentation (e.g., Form 1000, WSIB, COI, bonding, H&S documents).
- Maintain records and logs of all regulated subcontractor and service provider documents, including Form 1000, WSIB, and Certificates of Insurance.
- Prepare and compile project closeout documentation, and coordinate As-Built drawings completion with ECS.
- Perform goods receipt entries in Coupa and reconcile them against original purchase requisitions.
- Set up user and project profiles in Procore, and upload budgets in dollars and labor hours.
- Maintain and update departmental file templates, archiving outdated versions.
- Schedule and coordinate departmental, estimating handover, and post-construction meetings, including recording and distributing minutes.
- Maintain training records for PMs, coordinators, and foremen, and notify relevant staff of expiring certifications.
- Provide general administrative support such as scheduling meetings, managing departmental files, distributing mail, and handling uniform requests.
Our ideal candidate has:
- Certificate or diploma in Office or Business Administration.
- Minimum of 2 years of administrative experience in a fast-paced environment.
- Construction industry experience considered an asset.
- Professional communication skills and the ability to perform tasks effectively with minimal supervision.
- Strong organizational and interpersonal skills, with proven ability to manage multiple priorities and tight deadlines.
- High-level proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and Adobe Acrobat.
- Familiarity with Procore, Coupa, or ToolWatch is an asset.
- Understanding of compliance documentation requirements (e.g., WSIB, COI, Form 1000) is considered an asset.
- Experience with file management systems and regulated documentation processes is an asset.