Project Assistant

Main Tasks and Responsibilities:

Project Management:

• Open production files both digitally and physically (folders or binders) as well as in the project management software Avantage;
• Participate in the kickoff meeting;
• Send contract start-up documents according to client requirements (bonding, notice of work information, signed purchase order, etc.);
• Request technical data sheets and shop drawings from suppliers and subcontractors;
• Send and follow up on technical data sheets and shop drawings;
• Send and follow up on change requests;
• Prepare and send project schedules;
• Send and follow up on all required correspondence for the project with various stakeholders (clients, professionals, inspectors, suppliers, subcontractors, etc.);
• Issue purchase orders;
• Open the construction site with the CNESST;
• Open the warranty file with the supplier (Soprema, Fransyl, AMCQ, etc.);
• Prepare and send the prevention program;
• Account for the bid (Gextim) and prepare the budget allocation in Avantage;
• Register notices of work in Avantage;
• Prepare and follow up on payment requests and payment certificates;
• Prepare and send invoices;
• Follow up on receivables;
• Validate subcontractors’ payment requests;
• Prepare waivers and/or statutory declarations required for obtaining our payments;
• Coordinate with the accounting manager for partial and/or final waivers from subcontractors and suppliers;
• Prepare end-of-project files according to the client’s requirements;
• CCQ and CNESST compliance letters;
• Waivers from subcontractors and suppliers;
• Warranties;
• As-built plans;
• Maintenance manual;
• Close the construction site with the CNESST;
• Prepare the cost job (clean and reclassify expenses into the correct activities) and print the project cost report for the project manager;
• Archive the physical file once the final payment (holdback) is received.

Inventory and Product Management:

• Record inventory entries and exits in Avantage;
• Prepare and send purchase orders.

Desired Skills:

• Knowledge of the MS Office suite;
• Knowledge of the construction industry (an asset);
• Initiative and autonomy;
• Strong organizational skills and ability to prioritize tasks;
• Attention to detail and rigor;
• Strong oral and written communication skills in French (mandatory) and proficiency in English.

Working Conditions:

• Schedule: Monday to Friday - 8:30 AM to 4:30 PM, with a 30-minute unpaid lunch break;
• Vacation/Leave: 2 weeks in summer, 2 weeks in winter;
• Healthy and pleasant work environment;
• Salary to be discussed (based on experience).