Canstar Fire and Flood Hiring for Project Coordinator/Office Admin Job at Calgary Full Time

Position Overview

The Project Coordinator/Office Admin’s responsibilities include working closely with our project management team to prepare comprehensive action plans, including resources, timeframes and budgets for projects. You will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling financial queries. To succeed in this role, you should have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines.

Duties and Responsibilities

• Ensure all required job & claim details are obtained and updated in a timely manner
• Receive new jobs via phone/email and enter into project management software
• Maintain required administrative and production workflow status dates & notes in online communication platforms
• Coordinate work authorization document sign off as required
• Issue and track all work orders to sub-trades and in-house departments
• Issue RFQs to sub-trades
• Enter and upload required file documents into online communication platforms as directed by Project Manager/Site Supervisor
• Enter, coordinate, maintain and communicate centralized schedule for job
• Maintain ongoing communications with property owners, project management team, in-house departments and sub-trades to ensure efficient job progress and completion
• Send file documents to clients in a timely manner
• Regular (weekly) job status communication with property owners/property managers
• Maintain property access and contact information in PSA, including tracking/coordination of lock boxes/keys
• Coordinate completion certificate final document sign off with Site Supervisors
• Filing and file archiving

Health and Safety

• Ensure that self and others adhere to Canstar’s health and safety practices and procedures
• Ensure good housekeeping is kept to perform work safely and efficiently
• Understand safety policies and protocols
• Ensure that self and others on site are wearing all required PPE, when required

Who we are looking for:

A Project Coordinator’s challenging and fast-paced environment require excellence to keep things running smoothly. They must be able to work well under pressure without sacrificing quality. A good Project Coordinator should be detail-oriented, dependable, a problem solver and a good communicator. They have a great attitude and a willingness to do what it takes to get the job done. Other important attributes of a Project Coordinator are:

• Strong computer skills including Microsoft Office suite (Outlook, Word, Excel) with the ability to accurately type 40 words per minute
• Exceptional customer service and interpersonal skills
• Ability to multi-task in a fast-paced environment and prioritize in an ever changing environment
• Ability to resolve conflict, prioritize and remain calm in high-stress situations
• Ability to use strong coordination and computer skills to maintain ongoing communications with property owners, the project management team, in-house departments and sub-trades to ensure efficient job progress and completion
• Ability to receive new jobs via phone/email and enter it into the project management software while coordinating work authorization document sign-offs as required.
• Ability to think critically and exercise good judgement

Qualifications and Experience

• 3-5 years of experience in a fast-paced administrative role is essential
• 3-5 years of experience working in either construction, restoration, property management/strata or insurance preferred
• Strong computer skills including Microsoft suite (Outlook, Word, Excel)
• The ability to accurately type 40 words per minute
• Strong administrative and clerical skills
• Strong customer service skills
• Ability to multitask and prioritize in an ever-changing environment

Company Overview

Canstar is a Canadian restoration company, owned and operated since we opened in 1985. We have branches both in BC and in AB. Canstar focuses on helping people after experiencing a fire, flood or other structural trauma to their home/business.

We love taking part in community events and are pleased to help our furry friends by sponsoring the BCSPCA. We pride ourselves as being the best in the restoration industry by providing excellent service, prioritizing safety, and delivering a very high level of quality work to our customers.

We take good care of our team too! We like to have fun and celebrate our success.

Working Conditions

• Working hours will be Monday-Friday during regular office hours, occasional overtime is required
• This role will be based out of our Calgary branch

How to apply…

If you want to be a be part of a fantastic team and would like to take the next step in your career, send us your resume by applying here today!

Applicants: We thank you for your interest but due to the volume of applications, only qualified and suitable candidates will be contacted.

Agencies: Please do not contact us about this position.

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