Administrative Assistant

About the Job

Our client is seeking an experienced Administrative Assistant to manage the day-to-day administration of its construction department. This key role supports the successful delivery of projects by handling invoicing, contracts, permits, and document coordination across a significant commercial real estate portfolio.

The successful candidate will work closely with Project Managers as well as the leasing, operations, and legal teams, helping ensure projects run smoothly and remain compliant from launch through closeout.

Company Culture

Our client fosters an environment built on teamwork, integrity, and creativity, where professionalism and individual commitment are highly valued. The organization places strong emphasis on building long-term relationships with its partners and clients, and encourages team members to pursue excellence in their daily work.

Position Overview

Reporting to the Vice President, Construction, the Administrative Assistant will manage the administrative cycle of construction projects, including invoice processing and financial approvals, contract and purchase order preparation, holdback tracking, permit applications, and tenant coordination. The role also involves keeping internal management systems and project documentation accurate and up to date. Success in this position requires strong attention to detail, sound prioritization skills, and the ability to thrive in a fast-paced environment.

Key Responsibilities

• Receive, compile, and track invoices, payments, and tenant allocation documents submitted for approval.
• Support Project Managers in preparing project files and coordinating contractor tender packages.
• Prepare and track purchase orders and contracts, and coordinate their execution by all parties.
• Maintain registers of contract notices, releases, and holdbacks, and collect the closeout documents required for their release.
• Coordinate municipal permit applications, powers of attorney, and utility subsidy and meter sealing requests related to landlord work.
• Prepare and send tenants their permit authorizations, possession notices, and plan requests, and update tenant information in internal systems.
• Organize physical and digital project documentation and respond to occasional requests from public agencies and external partners.
• Translate short documents as needed and perform other related duties.

Desired Candidate

• College diploma (DEC/AEC) in Administration or equivalent training.
• Minimum 5 years of relevant experience in the construction sector.
• Solid knowledge of construction and real estate terminology, contract procedures, and industry practices.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and accounting software.
• Experience with Yardi considered an asset.
• Strong organizational skills, attention to detail, and the ability to manage multiple files simultaneously.
• Self-motivated team player with discretion and excellent interpersonal skills.
• Bilingualism (French and English), spoken and written, required to communicate with suppliers and subcontractors outside Quebec.