Project Administrative Assistant

Job description

Broccolini is an equal opportunity employer and we are committed to creating a diverse and inclusive environment. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, disability status or veteran status. Accommodations for applicants with disabilities are available at all stages of the recruitment process upon request. Broccolini is a family-owned, single-source provider of construction, development and real-estate services. Our company caters to the industrial, commercial and residential markets in Canada. Recognized for our quality workmanship, innovative technology, open collaboration, and exceptional standards, we offer a one-stop approach to the planning, development and construction of remarkable buildings. What you will do as a Project Administrative Assistant: The Project Administrative Assistant is an important part of the Construction project team and is responsible for providing administrative support, coordinating procedures, and ensuring all documents related to the Construction project are compliant. In collaboration with the project team, the incumbent will ensure to deliver quality work, on time. Be part of our team and enjoy a dynamic environment that will enable you to grow with every project! Vacancy Status: Current Opportunity What you will do as a Project Administrative Assistant: Project Coordination & Administration Coordinate administrative functions across multiple construction projects, ensuring documentation, communication, and workflows stay organized and on track Manage meeting logistics and take clear, actionable meeting minutes (internal, client, and OAC meetings) Maintain project directories, filing systems (SharePoint), and overall document control Coordinate team activities and support project/site events as needed Document Control & Systems (Procore, Bluebeam, Docusign, etc.) Upload, organize, and distribute drawings and project documents to internal teams and subcontractors Maintain accurate and up-to-date project records, including directories and logs Assist with preparation, execution, and tracking of contractual documents (subcontracts, supplemental conditions, closeout documents) Support document workflows using Procore, Bluebeam, Docusign, and related platforms Subcontract & Trade Coordination Assist in the preparation, issuance, and tracking of subcontracts and purchase orders Maintain subcontract logs and ensure all documentation is complete and up to date Follow up with subcontractors on outstanding requests, pricing (PCOs), and required documentation Manage trade compliance documentation and support subcontractor onboarding and software navigation (e.g., Textura) Financial & Billing Support (Premier, Textura, etc.) Enter and maintain project financial data including subcontracts, change orders (PCOs, COs, SCOs), and invoice coding Prepare and support monthly billing cycles, including progress draws and required documentation Liaise with accounting and project teams to resolve invoice discrepancies and ensure timely processing Assist with job cost tracking, audit preparation, and financial reconciliation Reporting & Client Deliverables Support the preparation of monthly client reports, including gathering inputs from project teams and ensuring deadlines are met Coordinate internal deadlines and follow-ups to ensure timely submission of project information Assist with compiling project data, schedules, and reporting documentation Project Closeout & Site Support Coordinate project closeout requirements, including documentation, utility account closures, and vendor PO reconciliation Work with the project team and site staff to gather occupancy and closeout documentation Arrange site-related needs such as printed drawings and general supplies General Support Support project teams with ad hoc administrative needs across multiple active projects Maintain strong communication with project managers, site teams, subcontractors, and head office departments What You Will Bring: Diploma in Administration or similar discipline Minimum of 3 years’ experience in a similar position, construction industry experience is considered an asset Experience/very good understanding of accounting functions Excellent knowledge of MS Office software; Tech-savvy with various computer software’s (Procore, Premier, Textura) Strong teamwork abilities and ability to manage scheduling Ability to work within tight deadlines, strong time management skills and ability to prioritize in a dynamic and fast pace working environment Organized, meticulous and carries a team spirit Why You’ll Love Working at Broccolini: Broccolini is a fast-growing company that offers a multi-market approach, a dynamic working environment, a competitive compensation program and excellent benefits such as: Group Insurance Plan (three plans to choose from) Telemedicine (24/7 access to a nurse or doctor) Employee Assistance Program Professional Training & Development Program Maternity Leave Top-Up Mentorship Program An active social & wellness committee Ample free parking Free espresso, coffee, tea and snacks Free catered lunches in the Mississauga office each week Additional Information: Broccolini uses artificial intelligence (AI) tools to screen, select, and/or assess candidates during the recruitment process. Broccolini thanks all interested applicants, however only those under consideration will be contacted.