Job title Construction Administration

Reports to General Manager

Job purpose

The Construction Administration Assistant is accountable for providing support to the HVAC,
Plumbing and Sheet Metal Managers. They are also responsible for coordinating invoices, performing administrative tasks that support the construction department and supporting other departments as required.

Duties and responsibilities

1. Provide support to the HVAC, Plumbing and Sheet Metal Managers. This includes:

• Review and update the construction job board to ensure accuracy.
• Review time sheets to compare schedule and dates.
• Create job numbers.
• Prepare start up reports.
• Order equipment and material.
• Request and send shop drawings.
• Research products and/or information as requested.
• Create a weekly construction schedule.

2. Coordinate invoices. This includes:

• Create invoices for clients.
• Hande supplier invoices by distributing to appropriate Managers, logging into job costing sheets and reviewing equipment invoices.
• Prepare monthly progress draws against invoices. (prepare breakdown, review for change orders and update spreadsheet).
• Send one copy of the invoice to the client and one to Accounting and filing the invoice accordingly.
• Follow up with customers regarding outstanding invoices.

3. Perform administrative tasks. This includes:

• Prepare and send purchase orders as directed and maintain purchase order logs.
• Answer the office phones.
• Send and respond to emails, photocopying, filing.
• Attend meetings and prepare minutes.
• Prepare statutory declarations for progress draws and prepare WSIB for progress draws.

4. Maintain operation and maintenance manuals. This includes:

• Locate material ordered.
• Request information from suppliers.
• Make copies and compile binders.

Version 3
2022

5. Complete other duties as required. This includes:

• Send out service calls in the absence of the Dispatch and Invoicing Administrator.
• Assist with other administrative duties as requested.

Qualifications

• Work experience in the construction industry.
• Completion of secondary school is usually required.
• Completion of a one- or two-year college is an asset.
• Must have good computer skills (MS Office products)
• Strong organizational skills required
• Strong people skills are required

Working conditions

• Must meet multiple and competing priorities from different areas of the business/

Managers.

Internal Coordination

This position provides support to the construction department.

This position works closely with other internal positions: Service Department, Accounting and others in order to complete tasks.

Physical requirements

This position does not have any physically demanding duties.

Job Types: Full-time, Permanent

Salary: $35,255.86-$66,636.01 per year

Flexible Language Requirement:

• French not required

Schedule:

• Day shift

Ability to commute/relocate:

• Nepean, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Advanced administration skills: 1 year (preferred)

Work Location: One location

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