Office and Projects Coordinator

Len Corcoran Excavating Ltd., (LCE) is a leader in delivering top-notch site service and excavation for large-scale organizations thus enabling us to provide secure, sustainable services to our stakeholders. Putting people first, being transparent and operating with clarity and honesty is the way we engage with our team, and the way we do business. It’s our goal to help our clients provide excellent services to their customers.

The coordinator has two distinct functions and a dual relationship reporting to the Controller and to the CEO.

Reporting to the Controller, the coordinator is the first point of contact for internal and external clients providing administrative support for the team to ensure efficient operation of the office. Assisting with payroll, accounts payable, and accounts receivable, the coordinator works with and supports all levels within the company’s team to foster a positive, proactive, forward thinking work environment that engages the workforce. (approx.50% time).

Reporting to the CEO, the coordinator supports Project Managers and Estimators, as well as other Staff and facilitates the coordination of various projects, resources, materials, and assists project managers with specific administrative tasks related to their assigned projects. The coordinator will assist with organization and communication of details of projects and specific assignments to team members and serve as a liaison between those team members and the project managers. This may include ordering supplies, managing deadlines and workflow, and scheduling meetings and appointments. (approx. 50% time).

Combined Duties and Responsibilities

1. Under the Direction of the Controller:

• Manages reception function, greeting customers, answering telephone calls, and responding to emails or redirecting to appropriate person.

• Provides general administrative support including organizing and scheduling and appointments and take minutes of meetings as required.

• Assists in the preparation and running of various reports.

• Manages office supplies and requests for orders, and office equipment maintenance.

• Processes accounts payable and receivables, payroll, and other accounting functions.

• Maintains corporate filing system, both hard copies and electronic system

• Handles confidential material.

• Provides coverage for controller when they are out of office.

2. Under the Direction of the Project Delivery Team:

• Manages utility locate requests and relocates for sites through the Ontario OneCall System.

• Provides support for the following:

o Contracts and drawings: ensure site supervisor has all that is needed as per checklist.

o Insurance: ensure insurance documents are processed and available

o Bonding: assists with ensuring bonding documents are processed and available

o Purchase orders/change orders/RFIs: ensure tracking is up to date.

o Support material/supplies/product is ordered and tracked.

• Organizes, compiles, and completes Project Information Form or Binder in consultation with Estimator and PMs
• Sets up all electronic project folders to ensure all the correct items are available.
• Assists with small property jobs with support from the field manager/estimator/ PM/accountant as needed.
• May review day sheets for information, accuracy, and completeness for small property jobs as needed.
• Supports and tracks permits required: CRCA, Road Closures, Building, plumbing etc. as directed.
• May assist and support schedule updates under the direction of the Project Managers.
• Completes data entry in tracking systems to ensure seamless exchange of information from the field to the office.

Education and Experience

• Post-secondary education in Business Administration or equivalent in education and experience is an asset.
• Proficient in Microsoft Office Package
• Accounting background/ skills including payroll, accounts payable/receivable and job costing is considered an asset.
• Some understanding and knowledge of the construction industry and health and safety requirements is an asset
• Exceptional customer service skills
• Excellent time management skills and the ability to multitask.
• Strong organizational skills
• Excellent communication skills both written and verbal.
• Attention to detail, high level of accuracy.
• High level of professionalism and confidentiality
• Some post Secondary courses related to project management, engineering and or other industry related experience is an asset.
• Ability to complete the Professional Locate Administrator Course
• Knowledge of office management systems and various software packages such as Sage, accounting software packages and project management software packages
• Strong sense of urgency and problem-solving skills
• Excellent interpersonal skills
• Valid full G class driver’s license is required.
• Willingness to take courses relevant to work.

Job Type: Full-time

Salary: $662.00-$1,200.00 per week

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match

Schedule:

• Monday to Friday

Education:

• DCS / DEC (preferred)

Experience:

• Project management: 1 year (preferred)

Work Location: In person

Application deadline: 2024-03-28
Expected start date: 2024-04-08