Construction Administrator/Coordinator Job description

Condor Properties is a privately owned real estate development company based in Vaughan, Ontario, affiliated with the Con-Drain Group of Companies. Condor’s principals have over 40 years of experience in land development. Our core assets consist of high-quality industrial, office, medical and retail properties comprising over 6.7 million square feet, all strategically located throughout the GTA and surrounding areas.

Reporting to the Director of Construction, the Construction Administrator helps facilitate the day-to-day functions and provide strong administrative support. You will coordinate with other leaders and teams to drive productivity and efficient communication to achieve the task at hand. The right candidate should have mixed experience in administrative duties as well as construction project coordination experience.

Job Responsibilities:

• Construction Project Co-ordination: Arrange all start-up project documentation, prepare subcontracts, POs, change orders, site instructions, certificates of substantial completion and/or publication and assist with proposals, tenders, and contract management.
• Receive incoming correspondence and manage outgoing communication as well as diarize required actions and sure dates to ensure timeliness of responses.
• Assist Director of Construction in supporting all project participants, including Planning, Leasing, and Property Management members of our team within the organization
• Calendar Management: Proactively manage, analyze, and predict the needs of the Director to ensure they are prepared and organized for all meetings.
• Prepare meeting minutes and manage requests for information.
• Review documents, reports and correspondence prepared for senior management sign-off, with specific attention to format, content, grammar, spelling and editing as necessary.
• Receive invoices, subcontracts, purchase orders, change orders and any other financial documents, which are to be collated, distributed, and processed as required digitally or hard copy.
• Facilitate strong working relationships with internal (PMs, managers, and executives) and external parties including clients, consultants, contractors, suppliers, utilities, inspectors, and any other related party.
• Help with start-up project documentation, including Ministry of Labour forms, insurance, permanent utilities, and underground utility stake-outs.
• Maintain construction inventory log & manage tools, equipment and surplus materials assigned to Site Personnel.

Qualifications:

• Minimum 1-3 years' administrative experience is preferred.
• Post-Secondary Degree or Diploma in Business or a relevant discipline (ex. Urban Planning, Construction, Development, Property Management, Real Estate, Civil Engineering, Architecture Planning, etc) is preferred.
• Experience in a related role in the construction industry is an asset.
• Experience with Yardi or other real estate software systems is an asset.
• Knowledge of building codes and recognizing architectural designs is an asset.
• Highly organized with the ability to prioritize and manage multiple tasks with attention to detail.
• Ability to work in a team environment keeping others informed and anticipating their needs.
• Capable of working independently, with minimal direction, to complete routine tasks.
• Advanced written/verbal communication and diplomacy skills.
• Ability to organize information & develop cohesive, professional reports and presentations.
• Proficient with Microsoft Office (Outlook, Word, Excel, Power Point).
• Willing to occasionally work flexible hours to meet challenging and changing deadlines.

We thank all applicants for their interest in this position; however only candidates selected for an interview will be contacted.

Apply Now: Please read the job description carefully to ensure you can confidently demonstrate why this opportunity is right for you. While we ensure that we make the best matches between talent and opportunities, please note that only candidates selected for interviews will be contacted.

The Company is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Company is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.

Job Types: Permanent, Full-time

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Concord, ON L4K 5Y4: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Administrative: 2 years (preferred)
• Construction management software: 1 year (preferred)

Work Location: In person