Project Services Administrative Assistant at Alberici Constructors, Ltd.

ABOUT THE ROLE

Alberici Constructors Ltd. is looking for a Project Services Administrative Assistant to join our growing team! The Project Services Administrative Assistant thrives in a fast-paced construction environment, ensuring smooth coordination of activities and communications within the portfolio. The role provides clerical support and logistical coordination to the VP, Project Services, as well as department managers in the portfolio (safety, marketing, quality, purchasing, technology & innovation and estimating) including scheduling, document management, data analysis, communication/presentation preparation, and logistical event and training coordination.

This position is primarily office-based in Burlington, Ontario, with occasional visits to project sites. Flexible work arrangements including remote work may be available, in alignment with business needs and the company’s remote work policy.

Key Responsibilities

• Provide administrative support to the project services portfolio, including safety, marketing, quality, purchasing, technology & innovation, estimating and pre-construction teams
• Provide high-level administrative support to the VP, Project Services
• Manage calendars and scheduling for department managers within the project services portfolio; includes scheduling of meetings, taking minutes, training and site visits
• Coordinate travel arrangements, including hotel and transportation bookings
• Provide logistical coordination of safety events and training; may include booking venues, liaison with venue coordinators, logistics both onsite and offsite locations
• Organize, update and maintain safety and project documentation, including certificates for legislative compliance, logging and updating policies and procedures, ensuring safety protocols are posted and stored appropriately
• Document control and filing management for correspondence of project services functions
• Data entry and data management using MS Excel
• Prepare communications using MS Office Suite, including preparing PowerPoint Presentations and reports
• Assist with general office administration tasks
• Supports team initiatives, events and process improvements
• Act as a core team member of the project services team, providing support and guidance to other team members, creating a collaborative and productive team environment
• Contribute positively to Alberici’s culture, values, and safe environment
• Coordinate and schedule training / certification upgrades

Qualifications & Experience

• Diploma in an office administration, construction management, or related field preferred
• Minimum of 3 years related experience required, in an office environment providing administrative support to multiple leaders or programs
• Construction and/or safety experience considered an asset
• Experience serving as a Joint Health & Safety Committee member or Worker Health & Safety Representative considered an asset
• Strong organizational skills with ability to manage multiple priorities
• High proficiency in Microsoft Office Suite including Word, Excel, PowerPoint and Outlook; project management tools considered an asset
• Excellent written and verbal communication skills
• Detail-oriented with high degree of accuracy
• Team player with positive, proactive approach