Administrative Coordinator

Job summary

Maintain project documentation, schedules, calendars, cost-tracking records, and correspondence with clients and vendors. Support procurement, proposals, purchase orders, invoicing, and general administrative tasks to help the team meet project deadlines.

Job details

Company Details Company Name: ICE Improvements Industry: Construction Location: Vaughan Employment Details Working Hours: 9am to 5pm Monday to Friday Summary Of Duties Maintain organized project files (contracts, permits, drawings, change orders, invoices) Manage emails, phone calls, and general correspondence with clients and vendors Handle incoming calls and emails with professionalism and courtesy. Schedule jobs and maintain the Outlook Calendar Perform clerical tasks, including data entry, document management, and proofreading. Organize files and keep an efficient digital filing system. Collaborate with team members to meet project deadlines Prospecting Organizing CEO Calendar Track purchase orders and expenses Social Media Maintain cost tracking spreadsheets Creating proposals or quotes templates Assisting with procurement or material ordering Preparing Invoices Qualifications Demonstrated experience in an administrative position. (Minimum 4 years) Strong organizational skills and ability to prioritize tasks effectively. Friendly and professional customer service skills. Keen attention to detail for data entry and proofreading tasks. Ability to work independently while communicating effectively with the team. Contracts & subcontracts Billing & invoicing Experience tracking project schedules and maintaining project logs Proficient in Microsoft Office (Excel, Word, Outlook) and construction management software (e.g. Jobber) Strong organizational skills with the ability to manage high-volume documentation and tight deadlines Excellent written and verbal communication skills

What you’ll do

Maintain project documentation, schedules, calendars, cost-tracking records, and correspondence with clients and vendors. Support procurement, proposals, purchase orders, invoicing, and general administrative tasks to help the team meet project deadlines.

Requirements

Requires at least four years of administrative experience, strong organizational and prioritization skills, attention to detail, and professional customer service and communication abilities. Candidates should be proficient in Microsoft Office and construction management software such as Jobber, with experience in project schedules, logs, contracts, billing, and invoicing.

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Microsoft Excel · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project File Management
• Scheduling
• Calendar Management
• Data Entry
• Document Management
• Customer Service
• Written Communication
• Verbal Communication
• Proofreading
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Jobber
• Cost Tracking
• Billing and Invoicing
• Procurement

Job areas

• Administrative
• Construction
• Finance & Accounting
• Customer Service & Support
• Marketing