Overview
Project Administrative Assistant Jobs in Toronto, Canada at Broccolini
Project Administrative Assistant About the role As a Project Administrative Assistant at Broccolini, you will play a crucial role in supporting our project management teams in the successful execution of construction projects. This position is ideal for individuals who thrive in a fast-paced environment and possess strong organizational skills. You will be responsible for a variety of administrative tasks that contribute to the smooth operation of projects, ensuring that all documentation is accurate and deadlines are met.
Your attention to detail and proactive approach will be essential in helping our teams deliver high-quality results.
Key facts
Location:
Toronto, Ontario
Engagement:
Full-time
Salary:
Competitive salary commensurate with experience
Visa:
Open to Canadian citizens and permanent residents; sponsorship is not available for this position
What you’ll do Assist project managers in coordinating project schedules, ensuring that all deadlines are met and resources are allocated efficiently.
Prepare and maintain project documentation, including contracts, change orders, and meeting minutes, ensuring that all records are accurate and up to date.
Organize and schedule meetings, including preparing agendas, taking minutes, and following up on action items to ensure accountability.
Serve as the primary point of contact for project-related inquiries, effectively communicating with internal teams, clients, and subcontractors.
Monitor project budgets and expenditures, assisting in the preparation of financial reports and tracking project costs.
Support the procurement process by preparing purchase orders, tracking deliveries, and ensuring that materials are received on time.
Assist in the preparation of project presentations and reports for stakeholders, ensuring that all information is clearly communicated and visually appealing.
Coordinate site visits and inspections, ensuring that all necessary arrangements are made for project stakeholders.
Maintain an organized filing system for project documentation, both physical and digital, to facilitate easy access and retrieval of information.
Collaborate with other administrative staff to streamline processes and improve overall efficiency within the project management team.
Participate in training sessions and professional development opportunities to enhance your skills and contribute to the team’s success.
Perform other administrative tasks as required to support the project management team and ensure project success.
Requirements A minimum of 2 years of experience in an administrative role, preferably within the construction or project management industry.
Strong proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint, with the ability to create and manage complex spreadsheets and presentations.
Excellent written and verbal communication skills, with the ability to interact effectively with a diverse range of stakeholders.
Strong organizational skills, with the ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
Attention to detail and a commitment to producing high-quality work.
Experience with project management software or tools is an asset.
A proactive approach to problem-solving and the ability to work independently as well as part of a team.
Nice to have Familiarity with construction terminology and processes is a plus.
Previous experience in a similar role within a construction company or related field.
Knowledge of financial management principles and budgeting processes.
Bilingualism (English and French) is an asset, given the diverse client base in the region.
Skills & tools Proficient in Microsoft Office Suite (Excel, Word, PowerPoint)
Familiarity with project management software (e.g., Procore, MS Project)
Strong communication and interpersonal skills
Excellent organizational and multitasking abilities
Basic understanding of financial management and budgeting
This position is based in Toronto, Ontario, and requires a full-time commitment. The successful candidate will be expected to work on-site, collaborating closely with project teams and stakeholders. While the role offers a competitive salary, specific compensation details will be discussed during the interview process. Candidates must be eligible to work in Canada, as visa sponsorship is not available for this position.
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Title: Project Administrative Assistant
Company: Broccolini
Location: Toronto, Canada
Category: