Reporting to the Manager, Project Management Support, the Project and Administrative Assistant will be accountable for assisting with documentations, submittals, day-to-day activities, project administration duties and helping to minimize the task work done by Project Manager, Estimator and Superintendent. In addition, this individual will be responsible for ensuring that the office is functioning effectively and efficiently.

This position is based in the Kelowna, BC office.

Responsibilities

Construction Management

• Work closely with the Project Manager, Estimator, and Site Superintendent to minimize their need to do task work:
• Change order pricing and documentation;
• Obtaining and processing of all submittals;
• Document management and control; and
• Drafting minutes of meetings, contracts and correspondence.
• Ensure accurate and timely project administration including: pricing change orders, tracking requests for information, processing of shop drawings, document control, and communication to all stakeholders.
• Work closely with project team members and other stakeholders to identify, develop, implement, and support cost-effective project delivery.
• Educate Project Managers, Estimators, and Superintendents in project administration.
• Maintain effective communications to ensure all stakeholders are informed and up-to-date.

Relationship Management

• Develop new relationships with clients, consultants, suppliers and trades.
• Enhance relationships with existing clients, consultants, suppliers and trades.

Project Administration

• Process RFI and shop drawing submissions and other project related documents in a timely manner and maintain up-to-date and accurate tracking logs.
• Generate and manage the review and issuance of Subcontract Agreements ensuring all relevant documentation is provided and meets Stuart Olson’s requirements; follow up with trades to obtain all relevant contract documentation, review and ensure Bonds and Certificates of Insurance are accurate and meet company requirements.
• Process all change management documentation in SAP, ensuring accuracy at all times.
• Maintain organized project files in accordance with Stuart Olson’s Project File Structure.
• Attend meetings and record and distribute minute of meeting.
• Expedite or coordinate information submitted by owner, consultants, trades and suppliers.
• Assist with Operations and Maintenance (O&M) Manuals at closeout.
• Assist project team members by taking initiative to minimize and complete tasks and ensure accurate document control practices and procedures are followed.

Office Administration

• Greet visitors – directing and assisting with parking, visitor sign-in, assisting with Wi-Fi.
• Facilitate catering for internal and external meetings, as needed
• General tidiness of all common areas such as reception waiting area, supplies, kitchen and boardrooms.
• Contact building maintenance as required and coordinate the resolution of minor/everyday concerns.
• General administrative duties related to the overall support of the Office for day-to-day optimal functioning and other duties as assigned.

Qualifications

• Undergraduate degree or diploma in a relevant field an asset
• 3 years’ experience tracking documentation in a database, Procore or SAP
• Superior computer skills in Microsoft Office Word, Excel and Power Point
• Ability to learn and adapt to changing systems, technology and procedures
• Ability to forge, grow and maintain positive relationships with multiple groups
• Strong written and oral communication skills
• Able to manage multiple priorities simultaneously and meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment
• Ability to work within tight deadlines and prioritization of work to achieve them
• Strong analytical, critical thinking, problem-solving skills, and a high degree of accuracy and attention to detail

COVID-19 Testing and Vaccination Policy

Bird is committed to providing a healthy and safe work environment by sustaining the strong safety culture that our clients and contractors have come to trust. As such, all full-time and part-time salaried staff employed by Bird, and any of its subsidiary or affiliated corporations (collectively, “Bird”), are required to comply with Bird’s COVID-19 Testing and Vaccination Policy. Effective December 1, 2021, all employees are required to be fully vaccinated against COVID-19 or provide proof of a negative COVID-19 test result every three days at their own cost. All documentation submitted in relation to this Policy will only be reviewed by those responsible for the administration of this Policy and will be treated as private and confidential in accordance with the company’s policies and guidelines.

About Us

Safety, sustainability, collaboration, and integrity are core company values that encourage innovation and make a lasting difference in meeting the goals of our stakeholders and the communities in which we operate. We strongly support and encourage employees to get involved and give back in their local communities. We expect our employees to bring their best to work every day and in return, management recognizes and rewards employees for their valued contribution through competitive compensation, robust benefits, health and wellness programs, and learning development opportunities.

Who We Are?

We have proudly served the Canadian construction industry for over 100 years. Our rich history demonstrates our reach and diversity as an integrated, full-service organization serving the commercial and industrial markets. We deliver confidence through a client-centered approach that ensures the highest quality of service, reduces risk, and delivers results.

We provide a comprehensive range of construction services from new construction for industrial, commercial, and institutional markets; to industrial maintenance, repair and operations services, heavy civil construction, and contract surface mining; as well as vertical infrastructure including, electrical, mechanical, and specialty trades. For over 100 years, we have been a people-focused company with an unwavering commitment to safety and a high level of service that provides long-term value for all stakeholders.

Only candidates being considered for an interview will be contacted directly.

Unsolicited resumes and phone inquiries from 3rd party agencies will not be accepted.

Kelowna