Project Manager Assistant

Job Summary

As a Project Management Assistant, you will play a crucial role in supporting our Project Managers in the planning, execution, and completion of fire and flood restoration projects. This position requires a proactive individual with excellent organizational, communication, and administrative skills. The ideal candidate will have a strong desire to learn, grow, and contribute to the success of our projects and overall company objectives.

Job Responsibilities

• Opening and creating new jobs on PSA and Encircle, and managing and creating our internal e-files
• Contacting customers and homeowners to gain, and pass on job information
• Contacting and updating all stakeholders on insurance claims
• Ensuring all required job documentation uploaded timely to insurance portals for insurance claims
• Maintaining scorecards and KPI’s
• Weekly production meetings with project management teams to ensure file status accuracy
• Performing customer satisfaction inquires upon job completing and following up with homeowners to collect “nice job” reviews
• Scheduling and dispatching technicians and sub-trades
• Ensuring all forms and documents needed by our field team are stocked and accessible at all times
• Handling incoming and outgoing calls
• Managing all job-related documents in the office for each Project Coordinator related jobs and files
• Working with our estimating software (Xactimate) to enter sketches, scopes and create estimates and our project management software, Encircle
• Reviewing and completing tasks in Encircle
• Adding and tracking notes in Encircle
• Creating final invoices, WDIR’s, FIST’s, along with typing, editing, and formatting scopes and estimates
• Liaising with the Flooring Specialists to set-up appointments and incorporate information on scope of repairs
• Being able to multi-task between different tasks in a high-pressured environment
• Having the flexibility to deal with consistent changes between duties
• Reviewing all incoming emails and vetting/triaging and confirm what needs to be addressed
• Managing all incoming documents for every job relating to Asbestos, Lead and Mould results
• Being open to assist with any additional task related to the coordination of jobs, including ordering materials and organizing equipment
• Accounts receivable support
• Accounts payable support

Job Requirements

• Proficient with all Microsoft Office programs (Excel, Word, PowerPoint and Outlook)
• Great interpersonal skills and communication skills
• Customer service experience preferred
• Construction and/or Restoration experience is an asset
• Administrative or Office experience is an asset
• A minimum of 30 post-secondary school credits is considered an asset
• Scheduling and dispatching experience is preferred
• A high school diploma or equivalent
• Being punctual and having an eagerness to learn is essential to the role
• You must be a team-player that is willing to go above and beyond to help your team

Compensation

• Salary: $45,000 - $60,000 perannum (based on experience)
• Benefits: An extensive benefits plan that includes a company-issued cell phone, extended health, dental, and LTD, plus a health care spending account. The successful candidate will become eligible for benefits after completing their probationary period, which is working a minimum of 30 hours per week consecutively for three months, beginning on their start date
• Position: Full-time, maternity leave coverage, with potential to turn into a permanent position
• A dynamic and supportive work environment where hard work is recognized and rewarded.
• Opportunities for advancement within the company.

Applicants must be legally authorized to Work in Canada.

We thank all candidates for their interest; however, only shortlisted candidates will be contacted.

Expected start date: 2024-06-01

Job Type: Full-time

Salary: $45,000.00-$60,000.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Experience:

• Project management: 1 year (preferred)

Language:

• English (required)

Ability to Commute:

• Cranbrook, BC V1C 5A5 (required)

Ability to Relocate:

• Cranbrook, BC V1C 5A5: Relocate before starting work (required)

Work Location: In person

Expected start date: 2024-06-01