Construction Administrative Assistant

Job Overview

This isn’t a typical admin role. You will be the engine behind both our day-to-day project operations and strategic business growth. You will work side-by-side with the General Contractor to manage job startup, trade coordination, client onboarding, and marketing execution.

We’re looking for someone who is detail-driven, process-oriented, and excited to help build systems, streamline communication, and find new project opportunities.

You will be expected to maintain and update key tracking documents in Excel, including project-specific quote sheets, payment schedules, and client-facing checklists. Your ability to organize, analyze, and communicate data effectively through spreadsheets will directly support our operations and project delivery.

Key Responsibilities

• Coordinate project administration from start to finish, including scheduling, document preparation, and communication tracking to ensure jobs run smoothly and on time.
• Manage client onboarding and communications, offering timely updates, maintaining professional correspondence, and ensuring clients are well-informed and supported throughout their projects.
• Support trade coordination and procurement, including sending quote requests, organizing subcontractor schedules, tracking pricing, and maintaining internal cost records.
• Oversee digital file management and documentation, ensuring all proposals, invoices, checklists, and schedules are properly named, saved, and accessible across platforms.
• Assist with invoice preparation and payment tracking, maintaining accurate and punctual financial logs, and ensuring payment schedules are aligned with project progress and subcontractor agreements.
• Contribute to marketing and brand visibility, by organizing photos from active projects, preparing social media posts, and coordinating updates to the company’s website and listings.
• Actively support business development efforts by responding to leads, maintaining lead tracking systems, requesting client reviews, and identifying new platforms or strategies for growth.
• Collaborate directly with the General Contractor to anticipate project needs, resolve challenges quickly, and maintain clear communication across trades, clients, and suppliers.

Job Requirements

Must-Haves:

• Exceptional organization and multitasking skills.
• Clear, professional written and verbal communication.
• Ability to work with tight deadlines and with an often fast paced turnover.
• Proactive mindset; able to spot opportunities and take initiative.
• Experience with spreadsheets, cloud storage (Google Drive), and project management platforms.
• Comfortable confidently talking to trades people, clients, and vendors.

*Advanced Excel skills are essential; you should be confident working with formulas, filters, formatting, and multi-sheet project trackers.

• Interest in business development, marketing, or small business growth.

Nice-to-Haves:

• Experience in construction, design, or renovations.
• Prior business development, marketing, or client management experience.
• Familiarity with Instagram content creation, Canva, or light graphic tools.
• Past use of marketing tools and/or SEO systems is a plus.

Role Details

• Hours: This position offers flexibility but requires availability across daytime hours to support project coordination, trades, and client updates as needed.
• Location: This is a hybrid role with most tasks handled remotely. Some site or office presence may be required during key project phases or team check-ins.
• Compensation: $20.00–$25.00 per hour, based on experience and qualifications.

Join us as a Construction Administrative Assistant and be part of a dynamic team that values collaboration, professionalism, and growth within the construction industry. Your contributions will play a vital role in delivering quality projects while simultaneously enhancing your personal skills.

To Apply

Apply through Indeed or send your resume and a short message about what excites you about this role to jobapplications.patasanhomes@gmail.com.

Job Types: Full-time, Part-time, Casual

Pay: $20.00-$25.00 per hour

Benefits:

• Casual dress
• Work from home

Application question(s):

• Do you use social media? If so, which applications? How comfortable are you with posting content?
• From 1 (no proficiency)-5 (extremely proficient), how proficient are you with Microsoft Excel? Please explain a little about your experience.

Education:

• DCS / DEC (preferred)

Work Location: Hybrid remote in Stouffville, ON