Construction Services Administrative Coordinator

About the Role We are seeking a highly organized and proactive Construction Services Administrative Coordinator to support our Construction Services team. In this role, you will play a key part in ensuring the smooth execution of administrative, documentation, and coordination activities related to ongoing construction projects. You will act as the backbone of the team’s operations helping manage documentation, streamline communication, and ensure project records are accurate and up to date. Key Responsibilities Administrative & Project Support Provide day-to-day administrative support to the Construction Services team Assist with the preparation, formatting, and distribution of project documentation (reports, meeting minutes, correspondence) Maintain organized project files (digital and physical) in accordance with company standards Track and log project documentation such as RFIs, submittals, change orders, and site reports Coordination & Communication Coordinate meetings, site visits, and team schedules Prepare and distribute meeting agendas and minutes Act as a liaison between internal teams, clients, and contractors for administrative matters Assist with onboarding documentation for projects (templates, forms, workflows) Document Control Manage document control systems to ensure accurate versioning and document tracking Ensure timely distribution of drawings, specifications, and updates Support issuance of addenda, reports, and project communications Maintain logs for submittals, RFIs, and other construction documentation Financial & Timesheet Support Assist with timesheet tracking, expense reporting, and data entry Support invoicing preparation and tracking of project budgets (as required) Coordinate with project managers on administrative financial tasks Qualifications Education & Experience Diploma or certificate in Administration, Project Management, or a related field 2–5 years of administrative experience, preferably in construction, engineering, or professional services Experience working in a project-based environment is a strong asset Technical Skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Experience with document management systems (e.g., SharePoint, Procore, Adobe, PDF exchange or similar Familiarity with construction documentation workflows (RFIs, submittals, drawings) is an asset Experience with ERP or time/project tracking systems (e.g., NetSuite, Deltek, Dayforce) is beneficial Soft Skills Strong organizational and multitasking abilities Excellent written and verbal communication skills High attention to detail and accuracy Ability to manage deadlines and prioritize effectively Collaborative mindset with a customer-service approach Strong ability to adapt to diverse personalities and work environments.