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 [email protected].
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
