Construction Project Admin

About Us

Company Description

BUILD IT By Design is a full-service general construction company located in Mississauga, ON and Calgary, AB. We work with businesses of all kinds, from global franchises to new concepts, to provide the highest-quality brand environments available. We are committed to collaboration, exceptional technical know-how, and stellar communication skills to ensure that the look, feel, and personality of your brand are impeccably reflected in your built environment.

Take a look at our website www.buildit.ca to know more about us.

Role Description

This is a full-time, on-site role for a Construction Project Administrator. The Construction Project Administrator will be responsible for providing administrative support throughout the construction project lifecycle. You will assist with project scheduling, documentation, contract management, budgeting, and coordination between all stakeholders, ensuring timely and accurate flow of information and that projects are completed on schedule and within budget.

What We Offer

• a work environment where safety is always the number one priority
• monthly employee appreciation events
• a vibrant corporate culture
• career development opportunities
• exclusive employee discounts
• access to top-tier family-friendly health and medical programs
  
  

Who You Are

• You have 1-2 years of experience in a construction setting, ideally in an administrative, coordination, or support role.
• You have a strong knowledge of construction processes, contracts, construction drawings, and documentation.
• You are familiar with construction management software (e.g., Procore) and Microsoft Office Suite.
• You are detail-oriented, organized, and skilled at managing multiple tasks in a fast-paced environment.
• You can efficiently organize and maintain project files, ensuring all documentation is up to date and accurate.
• You are adept at communicating effectively, liaising between project teams, departments, subcontractors, clients, and suppliers.
• You can handle multiple deadlines and prioritize tasks as needed to maintain project flow and compliance.
• You possess problem-solving skills and are proactive in handling administrative challenges on construction projects.
• Take responsibility for your success and failure.
• Believe in delivering excellence and finding solutions to problems that stop others from forging ahead.
• Are a forward thinker.
• Are resilient in overcoming obstacles and have deep dedication towards your work.
  
  

Project Admin Responsibilities

• Document Management: Maintain and organize project documents, including contracts, change orders, invoices, and schedules.
• Budget and Cost Tracking: Assist in managing the project budget, monitor expenses, and help with invoicing and payments.
• Project Scheduling: Assist in scheduling project activities, site visits, and ensure timelines are met.
• Communication: Coordinate with internal departments (e.g., estimating), project teams, clients, contractors, and vendors to ensure smooth information flow across all phases of the project.
• Compliance and Reporting: Track project progress and ensure compliance with regulations, reporting any issues or delays.
• Meeting Coordination: Organize meetings and follow up on action items from project discussions.
• File Management: Organize and track project files, archiving documents as needed.
• Monitor: Send out and monitor project RFI's through Procore.
  
  

Logistics And Purchasing Responsibilities

• Maintain vendor and subcontractor relationships.
• Verify take-offs before materials are ordered.
• Help procure materials and equipment, ensuring timely delivery.
• Create weekly construction reports and lookaheads.
• Take ownership of warehouse setup and management, overseeing the full lifecycle.
• Assist in reviewing packing slips and purchase orders to ensure order accuracy and proper documentation.
• Help coordinate material returns by following up with Project Managers and suppliers for return forms.
• Assist with matching purchase orders, delivery slips, and invoices before forwarding to accounting.
• Help with organizing and filing vendor documents, receipts, and purchase records.
• Support periodic inventory audits and help reconcile physical counts with system records.
• Monitor material inventory levels and flag shortages or overstock to the Purchasing or Project team.
• Support tracking of incoming deliveries and report any missing or damaged items to the team.
  
  

What We Value

• Admire constructive thinkers.
• Value trust and transparency.
• Believe it's the little details that make for exceptional customer experience.
• Establish a successful culture from the inside out.
  
  

Build It is an inclusive equal employment opportunity employer. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.