Construction Administration Professional

Job Responsibility: Built differently, growing continuously. At Fillmore Construction, we focus on innovation, integrity, passion, and people. Our mandate is to provide every client, employee, consultant, and trade partner with exceptional performance, integrity, and fairness. We love to build, foster meaningful relationships, and grow. These are our values, and if they align with yours, we'd like to get to know you!

A proudly Canadian family and employee-owned company, we are headquartered in Edmonton and operate throughout Western Canada. In the past five years, we have expanded our office operations to Kelowna, BC, and, most recently, Calgary, AB. At Fillmore Construction, we have a passion for excellence and strive to create a culture that embraces hard work, balance, and play.

The Opportunity

Fillmore Construction is looking to welcome an experienced Construction Administrative Assistant to our main office location in Edmonton, AB. As a key touch point for the Project Team, you are someone who is very personable and organized and has remarkable verbal and written communication skills. With the ability to manage concurrent priorities on various projects, you are essential to the seamless flow of communication with internal and external stakeholders.

Your Key Responsibilities

Project Administration:

• Assist the Project Manager and/or Coordinator with documentation and administration of projects.
• Compile, verify, record, and process applications, licenses, permits, contracts, registrations, purchase orders, WCB, requisitions, and other forms and documents.
• Maintain accurate and up-to-date shop drawings, track the status of RFIs, obtain quotations for notices of change, and assemble relevant documents.
• Disseminate project information to team members.
• Assist the Project Manager with coding/submission of invoices and collection of outstanding invoices.
• Prepare and reconcile expense reports and credit card statements.
• Manage all company out-of-town housing arrangements.
• Prepare and distribute Operation and Maintenance Manuals as required.
• Provide administrative support to the Project Team.
• Perform daily administrative tasks, including filing, document transmission, and preparing correspondence, reports, and forms.
• Prioritize and multitask daily tasks effectively.
• Quickly shift priorities to deliver results promptly.
• Demonstrate eagerness to take on new responsibilities and learn new tasks.
• Assist in completing site-specific paperwork accurately.
• Create open lines of communication between subcontractors and the Project Team.
• Manage documents from clients and complete project close-out documentation.
• Provide assistance to PMs, PCs, and Superintendents with weekly/monthly reporting.
• Submit, distribute, and update RFIs, drawings, and meeting minutes for PMs and PCs.
• Assist Project Managers with submittals and ensure secure mailing and distribution through CMiC.
• Maintain project files and perform project file archival.
• Maintain detailed paper and electronic filing systems, including subcontracts, POs, contact lists, contract logs, drawing lists, etc., within CMiC.
• Support client/project security/background check processes.
• Support project and corporate accounting efforts through processing subcontractor/supplier invoices and compiling CMiC pay applications and certified payrolls.
• Manage bond and insurance application and tracking processes.

Communication & Reporting:

• Manage client relationships regarding project issues.
• Coordinate internal and external meetings and travel arrangements.
• Maintain the company's client relationship management systems.
• Ensure that daily, weekly, and monthly progress reports are prepared and submitted.
• Participate in the development and maintenance of company policies, procedures, and processes.
• Communicate in a timely and professional manner with Project Managers on discrepancies or when input is needed.

Your Key Qualifications

Education:

• High School Diploma required. A relevant certificate or diploma in office administration is an asset.

Experience:

• 3-5 years of administrative experience in a commercial construction setting.

Skills:

• Proficiency in MS Office Software (Outlook, Excel, PowerPoint, Word). Familiarity with Bluebeam and Adobe Pro.
• Effective oral and written communication skills in English.
• Ability to manage multiple, simultaneous, competing priorities with limited direction/oversight.
• Ability to interact effectively with all levels of the organization in a fast-paced environment.
• Self-starter with the ability to work in both team and individual environments.
• Strong initiative in ensuring activities are complete and deadlines are met.
• Excellent follow-up, organizational, analytical, and problem-solving skills.
• Typing/computer keyboard proficiency.
• Ability to retrieve and compile information, maintain records/logs, verify data and information, and organize and prioritize tasks.

What We Bring

• Competitive compensation and a comprehensive benefits package.
• Employee ownership opportunities and profit sharing.
• Work & family life balance.
• Annual salary, performance, and development reviews with opportunities for advancement.
• A supportive team environment where your contributions are valued.
• Regular local & company-wide engagement opportunities.
• Unwavering commitment to workplace safety.

We thank all of those who apply. However, only candidates selected for interviews will be contacted.

Our organization is aware of individuals claiming to represent our company, often times to international job seekers. We have received inquiries about false offers of employment or interview requests that have been made without our knowledge or approval. These activities are fraudulent and are intended is to extract money from applicants in return for an interview, employment offer or work visa.

Please note, our organization will never contact job seekers with unsolicited offers, nor would we require payment for any reason related to an offer of employment. We strongly encourage all individuals to carefully scrutinize all recruitment communication and not respond to unsolicited job offers.