Project Administrative Assistant

About the Company

Broccolini is a family-run provider of construction, development, and real estate services delivered through a single-source model. The business serves industrial, commercial, and residential clients across Canada and is known for solid workmanship, innovative tools, collaborative delivery, and high standards.

Role Overview

The Project Administrative Assistant plays a key support role within the construction project team by handling administration, coordinating processes, and helping ensure all project-related documentation remains complete and compliant. This position works closely with project stakeholders to keep deliverables accurate, timely, and organized in a busy project environment.

Project Coordination and Administration

• Oversee administrative tasks across several construction projects so communication, documentation, and day-to-day workflows remain structured and on schedule.
• Organize meetings and prepare clear, practical minutes for internal, client, and OAC meetings.
• Keep project directories, filing structures in SharePoint, and overall document control systems current.
• Assist with team coordination and support project or site events when needed.

Document Control and Digital Systems

• Load, sort, and share drawings and project files with internal teams and subcontractors.
• Maintain accurate project logs, directories, and records.
• Support the preparation, execution, and tracking of contracts, supplemental conditions, and closeout paperwork.
• Work within tools such as Procore, Bluebeam, Docusign, and similar platforms to manage document workflows.

Subcontract and Trade Support

• Help prepare, issue, and monitor subcontracts and purchase orders.
• Keep subcontract logs updated and ensure related paperwork is complete.
• Follow up with subcontractors for outstanding items, pricing requests, and required documents.
• Support trade compliance records and assist subcontractors with onboarding and systems such as Textura.

Financial and Billing Support

• Enter and maintain project financial information, including subcontracts, change orders, and invoice coding.
• Assist with monthly billing activities, including progress draws and supporting documents.
• Work with accounting and project teams to fix invoice issues and keep processing on track.
• Support job cost tracking, audit preparation, and financial reconciliation tasks.

Reporting and Client Deliverables

• Help assemble monthly client reports by collecting input from project teams and meeting deadlines.
• Track internal due dates and follow up as needed to keep submissions moving.
• Assist with collecting project data, schedules, and reporting materials.

Project Closeout and Site Support

• Coordinate closeout requirements such as documentation, utility account shutoffs, and vendor purchase order reconciliation.
• Work with project teams and site staff to gather occupancy and closeout records.
• Arrange site support needs including printed drawings and general supplies.

General Support

• Provide administrative assistance to project teams across multiple active jobs as business needs arise.
• Keep communication flowing between project managers, site personnel, subcontractors, and head office teams.

What You Bring

• A diploma in Administration or a related field.
• At least 3 years of experience in a similar role; construction industry experience is an advantage.
• A solid understanding of accounting-related functions.
• Strong proficiency with MS Office and comfort using software such as Procore, Premier, and Textura.
• Good teamwork skills and the ability to manage schedules effectively.
• Strong time management skills with the ability to prioritize in a fast-moving environment and work to tight deadlines.
• A well-organized, detail-oriented approach and a collaborative attitude.

Benefits

• Choice of three group insurance plans.
• 24/7 telemedicine access to a nurse or doctor.
• Employee Assistance Program.
• Professional training and development support.
• Maternity leave top-up.
• Mentorship program.
• Active social and wellness committee.
• Ample free parking.
• Complimentary espresso, coffee, tea, and snacks.
• Free catered lunches each week in the Mississauga office.

Equal Opportunity and Accessibility

Broccolini is committed to equal opportunity hiring and an inclusive workplace. The company does not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, disability, or veteran status. Applicants with disabilities can request accommodations at any stage of the recruitment process.

Additional Information

Broccolini uses artificial intelligence tools during recruitment to screen, select, and/or assess candidates. The company notes that only candidates selected for further consideration will be contacted.