Project Assistant/Office Administrator - Buildings West

Project Assistant/Office Administrator - Buildings WestThe Project Assistant/Office Administrator - Buildings West is accountable for assisting with document control, submittals, day-to-day activities, project administration duties and helping to minimize the task work done by Project Manager, Project Coordinator, Estimator and Superintendent, also maintains office services by organizing office operations and procedures, controlling correspondence, Couriers, and assigning and monitoring clerical functions.

This position is based in the Kelowna BC office.

What You Will Be Working On

Construction Management

• Work closely with the Project Manager, Project Coordinator, Estimator, and Site Superintendent to minimize their need to do task work:

• Change order pricing and documentation

• Obtaining and processing of all submittals and RFI’s

• Document management and control

• 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, Project Coordinators, 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 and Office Administrator:

• 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 Bird requirements; follow up with trades to obtain all relevant contract documentation, review and ensure Bonds and Certificates of Insurance are accurate and meet Bird requirements.

• Process all change management documentation in applicable systems, ensuring accuracy at all times. 

• Maintain organized project files in accordance with company’s Project File Structure.

• Attend meetings and record and distribute minutes of meeting.

• Expedite or coordinate information submitted by owner, consultants, trades and suppliers.

• Create Operations and Maintenance (O&M) Manuals and assist with As-Built Drawings at closeout.

• Assist project team members by taking initiative to minimize and complete tasks and ensure accurate document control practices and procedures are followed.

• Organize Couriers,

• Order and maintain supplies for the office- Coffee, Paper etc..

• Reception- answering and directing phone calls,

• Schedule and maintain meeting bookings and rooms.

What We Are Looking For

• Undergraduate degree or diploma in a relevant field an asset

• 3 years’ experience tracking documentation in a database, such as Procore, SharePoint, or Viewpoint

• Superior computer skills in Microsoft Office Word, Excel and Power Point

• Ability to learn and adapt to changing systems, technology and procedures

• Confident, detail orientated, enthusiastic and positive team player

• Superior interpersonal, organizational and analytical skills

• Flexible and able to manage multiple priorities simultaneously; meet the time demands of unpredictable activities; capable of handling pressure and challenges in a dynamic business environment

• Effective and efficient problem solving and decision-making skills; thoughtful, proactive and creative

• Demonstrates a sense of urgency and strong commitment to achieving goals; ability to work in a challenging, fast-paced environment

• 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

For Those Who Seek to Redefine

The greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird.

As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada’s skylines coast-to-coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story.

What We Believe In

We Put Safety First

A healthy and safe work environment is non-negotiable. We build a culture of operational and psychological safety through engagement, learning and leadership.

We Lead With Honesty

We speak and act with integrity, clarity and care so people can trust our word and our work. Being honest means we can deliver the best outcomes and consistent results.

We Are Stronger Together

Success is a team effort. Our inclusive workplace enables our combined expertise, humility and creativity to unlock our greater potential.

We Are Driven To Do Great Work

We built our name on quality. We have a passion for excellence in our work and relationships that honours our businesses and our industry.

We Create Opportunity

Rooted in a solid foundation, we adapt and grow to face the future. We are committed to elevating each other to chart the best path forward in an evolving world.

At Bird, we value Diversity, Equity, and Inclusion (DE&I) and believe it is essential to our success. We will continue to listen, learn, and take action in our commitment to building progress in our organization, and the industry as a whole. Cultivating an environment where all employees feel included, seen, and have a sense of belonging is core to Bird’s culture. We commit to proactively employing a workforce that reflects the communities in which we work, fostering an environment of continuous learning, and never compromising on our values.