Pre-construction Administrator

At Clearway we are committed to every project. We pride ourselves on a keen work ethic and more importantly, the talent and skill of our people. In fact, the Clearway Staff is the reason why so many organizations turn to us for the most complex construction assignments. That is how we’ve evolved from a sewer and watermain contractor, to one of Canada’s most reputable construction companies with as many capabilities as there are needs.

Clearway has been operating for more than 50 years, specializing in sewers and watermains, transportation, dry utilities, shoring, road reconstruction, bridges, concrete forming, marine, environmental remediation and treatment plants / pumping stations.

Summary: 

The Pre-Construction Administrator will support the department by managing project documentation, and supporting post-tender project activities. Key responsibilities will include filing project documents, maintaining meeting minutes, tracking project progress, and ensuring compliance with document management standards, all while managing multiple inboxes and office supplies.

Location: Clearway's Head Office – Maple, ON.

Hours of Operations: 8:00 am to 5:00 pm (EST)

Essential Duties & Responsibilities:

• Complete the Opportunities form by extracting information from tender documents.
• Create a new folder, download project documents, and file them in their appropriate locations.
• Manage multiple email inboxes, redirecting or escalating issues as necessary.
• Manage post-tender projects by entering them into Outlook and following up with clients.
• Organize team-building events, including calling, handling payment transactions, and coordinating with departments.
• Document Control: Download project documents and sort in their respective folder.
• Project documentation Management: Maintain each project, ensuring all information is up to date
• Coordinate department meetings and accurately maintain meeting minutes.
• Action meeting minutes and follow up with personnel to ensure completion.
• Manage close out process including but not limited to checklists, organization, and filing
• Identify and manage opportunity metrics for potential new pursuits.
• Manage and maintain office supplies for the department by ordering from Staples.
• Upload documents for submission.
• Ensure compliance with City Standard document management and OPS standards.
• Keep track of all pending projects, update, edit, and mail out validity notice letters.
• Complete additional assignments and responsibilities as requested by Senior Management.

Requirements:

• High School Diploma
• College Diploma or equivalent an asset
• Minimum 2 years experience in an administrative role
• Excellent verbal and written English communication skills
• Proficiency with Microsoft Office, Outlook, Excel, Word, Power Point
• Strong attention to detail is a must
• Ability to work independently and in a team setting

Benefits:

• Competitive Salary with annual cost of living increases

• Annual Bonus Program

• Group RRSP with 100% Matching

• In-House Chef at Head Office

• 100% Company Paid Benefits

• Extended Health Care

• Dental Care

• Vision Care

• Disability Insurance

• Vacation & Personal Days, plus Paid Holiday Shutdown

• Parental Leave Top-up Program

• Employee Assistance Program (EAP)

• Life Insurance

• Wellness Programs

• Free On-site Parking

• Casual Dress

AODA:

Clearway is committed to maintaining an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Disability-related accommodation during the application process is available upon request.

Please, no agencies