Position Summary

As an Administrative Assistant, you will play a critical role within the organization, supporting both Operations, and Preconstruction. You will ensure all of our projects are set up for success from the start and that all aspects of our project administration across our active and pending projects are organized, consistent, and up to date. You will report directly to the Operations Manager and will work closely to help manage our projects and streamline our processes. This position will fluctuate in its degree of work required depending on the number of projects outside of the Lower Mainland at any given time.

As an Administrative Assistant your key accountabilities will involve:

• Providing administrative and coordination assistance to the Operations and Preconstruction teams with their deliverables and tasks.
• Maintaining consistency in project documentation for format and content, including editing and proofreading documents.
• Creating SharePoint filing system structures and archiving project documentation.
• Supporting with taxation and US payroll, and out of province compliance.
• Working with Preconstruction on the sourcing and completion of Prequalifications, including the gathering of internal documentation, tracking of information, and submission of the completed applications.
• Procuring and upkeeping insurance for projects and personnel working abroad.
• Procuring and upkeeping licensing and training requirements for work abroad.
• Working with Preconstruction on proposals and pursuits and coordination of handover documents.
• Maintaining an active contacts list (Insurance, Bonding, Legal, Immigration, Municipalities, States, Provinces, etc.)
• Coordinating LOA arrangements, Visas, employee travel (flights, accommodation etc.).
• Supporting other teams in the office on an as needed basis or during slower periods.

As an Administrative Assistant your success is dependent on:

• The ability to work in a dynamic and fast paced, deadline driven environment.
• Excellent interpersonal and communication skills (both written and verbal).
• Strong organizational skills and a high attention to detail.
• The ability to build solid long-lasting relationships.
• The ability to anticipate problems and solve them proactively.
• A high degree of professionalism and maturity.
• Strong time management skills, particularly the ability to prioritize a multitude of tasks.

As an Administrative Assistant your experience and qualifications will include:

• Minimum 2-3 years' experience in a role that requires high organization, strong communication, and significant administrative support.
• Experience in or an interest to learn about Mass Timber/Construction Industry.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Knowledge of Procore, Bluebeam, SharePoint, and Revit, is an asset.
• Strong writing, proofreading, and editing skills.
• The ability to learn quickly, be flexible, and adapt as needed.

What we have to offer:

• Competitive salary, plus performance-based bonus
• Extended benefits, Employee Assistance Program
• Matching RRSP
• Paid vacation
• Professional development support
• We get together often for company-wide social events
  

As an award-winning mass timber design, procurement, and installation contractor, Seagate Mass Timbers mission is to consistently deliver an exceptional service experience to their clients across North America. Our quality workmanship and professional management of all types of mass timber projects sets a new standard in the mass timber industry. Seagate is leading the way on some of the industrys highest profiled projects by embracing new systems, designs, and commitment to sustainable construction practices. We are recognized for our collaborative, consultative approach which is why Seagate Mass Timber continues to gain popularity all across North America.

Our highly collaborative teams work together to ensure every piece of our projects are carefully planned and executed before ever setting foot on site. We are committed to the growth of our people and to leading the charge implementing new green systems and practices in construction. Our diverse team of construction professionals strive to always have fun at work, while building some of the most incredible mass timber and componentized buildings in North America. We are at nature a small company with big aspirations for a greener future together.