Administrator, Commercial Mechanical

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• Maintain and update departmental file templates, archiving outdated versions.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.