Project Administration Officer Job

Congruent Build Inc.
Project Administration Officer
385 Connie Cres, suite 202, Vaughan, Ontario, L4K 5R2

Salary: $60000 Annually
Permanent, Full-time, 30 hours per week
Remote work availability: No
Number of Positions – 1
Starts as soon as possible
Benefits: 7 sick days in additional to 2 weeks of vacation per calendar year

About the Company
Congruent Build Inc. is a growing construction company specializing in renovation and refurbishment projects. We are seeking a detail-oriented and organized Project Administration Officer to support construction project administration, cost control, contract management, and office operations.

Job requirements

Languages: English

Education: Degree or diploma or other program/Certificate in business, administration, management or relevant field is required

Experience: minimum 2 years of executive secretarial or senior clerical experience related to administration is required

Software Knowledge:
? QuickBooks
? Microsoft Office Suite (Excel, Word, Outlook)
? Construction project management or estimating software (asset)
? Sage CRM, Sage Construction
Skills:
? Strong organizational and multitasking abilities
? Excellent verbal and written communication skills
? Ability to work in a fast-paced construction environment
? Strong analytical and documentation skills

Job duties and responsibilities not limited to
? Supervise and streamline office administrative procedures and improve operational efficiency.
? Coordinate and administer construction project documentation, contracts, subcontracts, and change orders.
? Source and evaluate supplier and subcontractor quotations to assist in establishing project budgets and cost forecasts.
? Prepare construction cost estimates by analyzing material, labour, equipment, and subcontractor pricing for renovation and refurbishment projects.
? Produce quantity take-offs, detailed cost summaries, and pricing breakdowns for tender submissions and internal approvals.
? Participate in tendering and bidding processes, including budget revisions, bid comparisons, and contract setup.
? Prepare and administer permit-related documentation and ensure regulatory compliance.
? Prepare, commission, and review contractor and subcontractor payment applications to ensure compliance with contract terms and approved budgets.
? Monitor project costs by tracking invoices, purchase orders, and subcontractor billings using accounting software (QuickBooks).
? Maintain project cost reports and assist with cash flow forecasting through accurate financial tracking.
? Verify subcontractor compliance documentation, including certificates of insurance, WSIB clearance, and safety documentation.
? Maintain organized and accurate project files and coordinate estimating-related meetings and inspections.
? Assist in preparation of operating budgets and maintain inventory and budgetary controls.
? Compile data and generate periodic and specialized reports, manuals, and correspondence.
? Support internal staffing coordination, onboarding documentation, and administrative record management.

Interested and suitable candidates can email their resume to : [email protected]

Employment Equity

Congruent Build Inc. promotes equal employment opportunities for all applicants, including those self-identifying as members of the following groups: Indigenous peoples, Newcomers to Canada, Seniors, Veterans, and Youth.