Pre-Construction Administrative Assistant

Are you seeking an integral role in office operations? As an Administrative Assistant, you will be the cornerstone of our team, managing data entry, addressing employee inquiries and coordinating office activities. Your efforts will directly contribute to the smooth functioning of our project or district office.

You will collaborate with industry experts and committed teams who value individuality and recognize achievements.

Apply now and transform your career with us.

• Coordinates and assists with the preparation of project estimates and proposals and related bookkeeping/accounting in the management of projects.
• Maintains and organizes estimating files, documents, and records.
•  Schedules and coordinate meetings, appointments, and communications for the Estimating team.
•  Prepares and processes reports, outreach, and other administrative documents.
•  Assists with the collection and analysis of data for estimating purposes.
• Communicate with clients, subcontractors, and vendors to gather necessary information.
•  Prepares and distribute reports, correspondence, and other documents as needed.
• Supports the Estimating team with administrative tasks and special projects.
• Reviews plans, general conditions, schedules, scopes of work, site logistics and other exhibits
• Requests and obtains quotes for all scope from multiple vendors and sub-contractor
• Collaborates with lead Estimators on project estimates and proposals.
• Utilizes estimating software such as HCSS and building Connected to create comprehensive bid packages.
• Gathers pricing from suppliers and subcontractors to ensure competitive bids.
•  Provides support during the bidding process by preparing bid packages and coordinating with vendors.
• Performs data entry support for office and department needs, including time card entry, equipment hours and usage.
• Receives incoming telephone calls, messages, mail and packages to office and directs to appropriate person in a courteous and customer service oriented manner.
• Greets and assists all visitors. Assists office staff by alerting arrival or directing visitors to appropriate meeting room.
• Supports employee day-to-day inquiries, working closely with human resources and payroll to resolve issues for employees.
• Coordinates asset distribution and tracking for assigned employee group or project.
• Maintains conference room and facility cleanliness and preparedness. Monitors conference room bookings and assists office staff reserving and coordinating meetings and catering.
• Maintains company and business contact information, seating and event calendar documents.
• Assists with service requests and maintenance on office communication technology, including office fax machine, printers, postage metering and specialty shipping vendor portals.
• Performs a variety of clerical duties, including making copies, typing memos, correspondence, reports and other documents as directed.
• Collects, sorts, date stamps and distributes mail to office personnel and shipping mail to other location staff as needed.
• Orders office supplies, stationary and staff business cards, as directed by manager.

• High School Diploma or GED required.  
• 3+ years related administrative experience on a construction project required.  
• Experience using MS Office Suite, including Word and Excel required.  
•  Proficiency in navigating a computer system with many files.
• General knowledge of heavy civil construction preferred
•  Excellent analytical skills with a keen attention to detail
•  Ability to work collaboratively in a team environment while managing multiple projects simultaneously.
• Strong communication skills, both verbal and written
• Advanced knowledge of construction industry and project business procedures.  
• Developing knowledge of subcontractor invoicing and accounts payable cost coding.  
• Ability to work in MS Office Suite, including Word, PowerPoint and Excel required.  
• Proven initiative, organization and self-prioritization required.  
• Friendly disposition and customer service attitude required.   

Some of the benefits you may be eligible for as a Flatiron employee are:

• Comprehensive compensation package and paid time off program
• Industry leading 401(k)/RRSP
• Medical/Extended Health Care, Dental, Vison and/or Provincial Medical
• Wellness benefits & Employee Assistance Program
• Tuition Reimbursement Program

Flatiron is an EEO/AA/ADA/Veterans employer.