Position Overview:
We are seeking a highly organized and detail-oriented Office Administrator / Scheduler to provide administrative and scheduling support to our Commercial Operations team. This role ensures seamless office operations, efficient scheduling, and clear communication between clients, subcontractors, and the project management team.
Key Responsibilities:
Scheduling & Coordination
Develop, manage, and update project schedules for aluminum and glass installations.
Schedule installation and repair crews, ensuring efficient job assignments based on project priorities.
Coordinate with general contractors, subcontractors, and clients to align schedules and minimize disruptions.
Monitor job progress and adjust schedules as needed to prevent delays.
Communicate schedule changes to crews, ensuring they have the necessary materials and site access.
Maintain communication with on-site teams to track progress and quickly resolve scheduling conflicts.
Administrative Support
Handle incoming and outgoing correspondence, including emails, phone calls, and reports.
Organize and maintain project documentation, contracts, and compliance records.
Prepare and distribute daily, weekly, and monthly reports for project updates.
Process invoices, purchase orders, and time sheets in coordination with accounting.
Assist in preparing cost estimates and compiling bid documents when required.
Client & Vendor Relations
Serve as the primary point of contact for client inquiries and scheduling requests.
Communicate with suppliers and vendors to confirm material deliveries and availability.
Maintain strong relationships with subcontractors, ensuring adherence to schedules and agreements.
Office & Workflow Management
Maintain office efficiency by managing supplies, equipment, and administrative workflows.
Implement and maintain digital and paper filing systems for easy document retrieval.
Support HR-related tasks, including tracking employee certifications and assisting with onboarding.
Requirements:
Technical & Industry Knowledge
Familiarity with construction scheduling, project coordination, and materials management (experience in commercial aluminum & glass is a plus).
Proficiency in project management software, scheduling tools, and Microsoft Office Suite (Excel, Outlook, Word).
Understanding of basic accounting and invoice processing is an asset.
Organizational & Communication Skills
Strong ability to multitask and prioritize tasks in a fast-paced construction environment.
Excellent written and verbal communication skills to coordinate with multiple stakeholders.
Attention to detail with the ability to track and manage multiple moving parts.
Experience & Education
Previous experience in office administration, scheduling, or construction project coordination is preferred.
Knowledge of commercial aluminum and glass construction is a plus but not required.
A diploma or certificate in business administration, construction management, or a related field is an asset.
Applicants must have current work authorization in Canada as sponsorship is not available for this position at this time.As a 100% First Nation-owned business, we strongly encourage submissions from qualified First Nations, Metis and Inuit Peoples.If you are a dedicated, motivated and looking for a challenging and rewarding place to continue growing your career, we look forward to hearing from you.While we thank and appreciate all applicants, only those selected for an interview will be contacted.No phone calls or agencies, please.