Project Administrative Assistant

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    "id": "550",
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  "detail_job_opening": {
    "location": {
      "city": "Ottawa",
      "state": "Ontario",
      "postalCode": "TBC",
      "addressCountry": "Canada"
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    "datePosted": "2026-04-07",
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    "description": "<p><span style=\"font-size: 12pt\"><em>Broccolini is an equal opportunity employer and we are committed to creating a diverse and inclusive environment. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, disability status or veteran status. Accommodations for applicants with disabilities are available at all stages of the recruitment process upon request.</em></span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt\">Broccolini is a family-owned, single-source provider of construction, development and real-estate services. Our company caters to the industrial, commercial and residential markets in Canada. Recognized for our quality workmanship, innovative technology, open collaboration, and exceptional standards, we offer a one-stop approach to the planning, development and construction of remarkable buildings.</span></p>\n<p><br></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">What you will do as a Project Administrative Assistant:</span></p>\n<p><span style=\"font-size: 12pt\">The Project Administrative Assistant is an important part of the Construction project team and is responsible for providing administrative support, coordinating procedures, and ensuring all documents related to the Construction project are compliant. In collaboration with the project team, the incumbent will ensure to deliver quality work, on time. Be part of our team and enjoy a dynamic environment that will enable you to grow with every project!</span></p>\n<p><br><br></p>\n<p><span style=\"color: rgb(34, 34, 34); font-size: 12pt\"><span style=\"font-weight: bold\">Vacancy Status: </span>Current Opportunity</span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">  </span></p>\n<p><span style=\"color: rgb(34, 34, 34); font-weight: bold\">What you will do as a Project<span> Administrative Assistant:</span></span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-weight: bold\">Project Coordination &amp; Administration</span></p>\n<ul>\n<li>Coordinate administrative functions across multiple construction projects, ensuring documentation, communication, and workflows stay organized and on track</li>\n<li>Manage meeting logistics and take clear, actionable meeting minutes (internal, client, and OAC meetings)</li>\n<li>Maintain project directories, filing systems (SharePoint), and overall document control</li>\n<li>Coordinate team activities and support project/site events as needed</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Document Control &amp; Systems (Procore, Bluebeam, Docusign, etc.)</span></p>\n<ul>\n<li>Upload, organize, and distribute drawings and project documents to internal teams and subcontractors</li>\n<li>Maintain accurate and up-to-date project records, including directories and logs</li>\n<li>Assist with preparation, execution, and tracking of contractual documents (subcontracts, supplemental conditions, closeout documents)</li>\n<li>Support document workflows using Procore, Bluebeam, Docusign, and related platforms</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Subcontract &amp; Trade Coordination</span></p>\n<ul>\n<li>Assist in the preparation, issuance, and tracking of subcontracts and purchase orders</li>\n<li>Maintain subcontract logs and ensure all documentation is complete and up to date</li>\n<li>Follow up with subcontractors on outstanding requests, pricing (PCOs), and required documentation</li>\n<li>Manage trade compliance documentation and support subcontractor onboarding and software navigation (e.g., Textura)</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Financial &amp; Billing Support (Premier, Textura, etc.)</span></p>\n<ul>\n<li>Enter and maintain project financial data including subcontracts, change orders (PCOs, COs, SCOs), and invoice coding</li>\n<li>Prepare and support monthly billing cycles, including progress draws and required documentation</li>\n<li>Liaise with accounting and project teams to resolve invoice discrepancies and ensure timely processing</li>\n<li>Assist with job cost tracking, audit preparation, and financial reconciliation</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Reporting &amp; Client Deliverables</span></p>\n<ul>\n<li>Support the preparation of monthly client reports, including gathering inputs from project teams and ensuring deadlines are met</li>\n<li>Coordinate internal deadlines and follow-ups to ensure timely submission of project information</li>\n<li>Assist with compiling project data, schedules, and reporting documentation</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">Project Closeout &amp; Site Support</span></p>\n<ul>\n<li>Coordinate project closeout requirements, including documentation, utility account closures, and vendor PO reconciliation</li>\n<li>Work with the project team and site staff to gather occupancy and closeout documentation</li>\n<li>Arrange site-related needs such as printed drawings and general supplies</li>\n</ul>\n<p><br></p>\n<p><span style=\"font-weight: bold\">General Support</span></p>\n<ul>\n<li>Support project teams with ad hoc administrative needs across multiple active projects</li>\n<li>Maintain strong communication with project managers, site teams, subcontractors, and head office departments</li>\n</ul>\n<p><span style=\"font-size: 12pt; font-weight: bold\"> </span></p>\n<p><span style=\"color: rgb(34, 34, 34); font-weight: bold\">What You Will Bring:</span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Diploma in Administration or similar discipline</span></li>\n<li><span style=\"font-size: 12pt\">Minimum of 3 years’ experience in a similar position, construction industry experience is considered an asset</span></li>\n<li><span style=\"font-size: 12pt\">Experience/very good understanding of accounting functions</span></li>\n<li><span style=\"font-size: 12pt\">Excellent knowledge of MS Office software; Tech-savvy with various computer software’s (Procore, Premier, Textura)</span></li>\n<li><span style=\"font-size: 12pt\">Strong teamwork abilities and ability to manage scheduling</span></li>\n<li><span style=\"font-size: 12pt\">Ability to work within tight deadlines, strong time management skills and ability to prioritize in a dynamic and fast pace working environment</span></li>\n<li><span style=\"font-size: 12pt\">Organized, meticulous and carries a team spirit</span></li>\n</ul>\n<p><br><br></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Why You’ll Love Working at Broccolini:</span></p>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt\">Broccolini is a fast-growing company that offers a multi-market approach, a dynamic working environment, a competitive compensation program and excellent benefits such as:   </span></p>\n<p><br></p>\n<ul>\n<li><span style=\"font-size: 12pt\">Group Insurance Plan (three plans to choose from)</span></li>\n<li><span style=\"font-size: 12pt\">Telemedicine (24/7 access to a nurse or doctor)</span></li>\n<li><span style=\"font-size: 12pt\">Employee Assistance Program</span></li>\n<li><span style=\"font-size: 12pt\">Professional Training &amp; Development Program</span></li>\n<li><span style=\"font-size: 12pt\">Maternity Leave Top-Up</span></li>\n<li><span style=\"font-size: 12pt\">Mentorship Program</span></li>\n<li><span style=\"font-size: 12pt\">An active social &amp; wellness committee </span></li>\n<li><span style=\"font-size: 12pt\">Ample free parking</span></li>\n<li><span style=\"font-size: 12pt\">Free espresso, coffee, tea and snacks</span></li>\n<li><span style=\"font-size: 12pt\">Free catered lunches in the Mississauga office each week</span></li>\n</ul>\n<p><span style=\"font-size: 12pt\"> </span></p>\n<p><span style=\"font-size: 12pt; font-weight: bold\">Additional Information:</span><br></p>\n<p><span style=\"font-size: 12pt\"><em>Broccolini uses artificial intelligence (AI) tools to screen, select, and/or assess candidates during the recruitment process.</em></span><br></p>\n<p><br></p>\n<p><span style=\"font-size: 12pt\"><em>Broccolini thanks all interested applicants, however only those under consideration will be contacted.</em></span></p>",
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