Executive Assistant and Office Manager

Modern Niagara helps building owners, managers, and general contractors meet the mechanical, electrical, integrated building technology, and building services needs of their buildings across Vancouver, Calgary, Edmonton, Toronto, Southwestern Ontario, and Ottawa. We also develop custom, turnkey solutions to help reach the desired outcomes. We are committed to having a positive and meaningful impact on Canada’s infrastructure and on the communities where we live, learn, work, and heal.

WE BUILD FOR LIFE.

We value passion, initiative, determination, professionalism, and teamwork and we are committed to ensuring that our teams have everything they need to succeed. Health and safety are embedded in everything we do and, as a result, our award-winning safety culture has a record that’s well above industry standards.

At Modern Niagara, you will work alongside values-driven, safety-conscious, and high-impact teams in a fast-paced, innovative, and collaborative environment. Here, your knowledge, skills, and excellent service will help ensure that the buildings that make up Canada’s infrastructure fulfill the needs they were set out to meet.

Modern Niagara is one of Canada’s Best Managed Companies and is a recipient of SMACNA‘s Safety Excellence Award Program (SSEAP) – Canada and the Canadian Occupational Safety (COS) Magazine’s Gold Winner for Canada’s Safest Employers Award in the Building and Construction category and Excellence Winner for Canada’s Best Health + Safety Culture Award as well as Canada’s Best Health + Safety Leader Award.

The role encompasses a diverse range of duties designed to support the successful completion of projects. This position plays a critical role in assisting the Project Delivery team through the implementation and adherence to our National Standards manual and will provide support to construction leaders. This role requires strong organizational skills, attention to detail, and the ability to manage a variety of administrative tasks in a fast-paced construction environment.

Duties and Responsibilities:

Operational, Administrative & Executive Support:

• Support the SVP, Project Director and project team with any directed actions necessary for project success.

• Participate in operational meetings, such as Project Delivery meetings, staff meetings, and Project Status Review (PSR) meetings.

• Engage in ongoing training seminars and courses to enhance skills and knowledge. The cost of these courses will either be covered or reimbursed by the company.

• Responsibility for Office budget, including setting up contracts for cleaning, coffee, internet etc.

• Handle incoming communications, emails, and phone calls, prioritizing matters requiring immediate attention.

• Provide high-level administrative support to the SVP and Project Director, including managing calendars, scheduling meetings, and handling correspondence.

• Coordinate travel arrangements, including flights, hotels, and transportation, ensuring efficient itineraries.

• Prepare and edit presentations, reports, and other documents

• Act as a liaison between the SVP, internal teams, and external stakeholders, ensuring clear communication and timely follow-ups.

• Screen emails, and inquiries, aiding or directing them to the appropriate departments.

• Oversee all office operations on-site, including but not limited to managing budget for site office, coffee, furniture, etc.

• Manage confidential and sensitive information with discretion and professionalism.

• Plan and coordinate company events, meetings, and conferences, ensuring logistics and details are handled effectively.

Project Coordination & Support:

• Aid project managers in obtaining and logging shop drawings from manufacturers, suppliers, and subcontractors. Ensure accurate preparation, follow-up, and distribution of approved shop drawings to relevant parties including the general contractor/owner and engineers.

• Preparation and logging of Operations & Maintenance (O&M) manuals. Coordinate with suppliers, manufacturers, and subcontractors to obtain necessary information.

• Manage the entry and tracking of project data using Procore, including setting up the prime contract, inputting budgets, creating purchase orders, and tracking change orders.

• Print and distribute monthly cost reports to Project Managers. Maintain and update the Work-In-Progress (WIP) forecast sheets on a monthly basis.

• Organize and update project schedules as required, ensuring adherence to project timelines.

• Maintain Procore Project Team / Directory and distribution groups

• Collection and distribution of Foreman SIP’s

• Coordinate and facilitate project site visits, meetings, and tours for executives, clients, and vendors.

Document Management:

• Organize, manage, and distribute project-related documents, including drawings, change orders, and specifications, Site Instructions/Change Events. This includes obtaining and distributing drawings and specifications from clients to subcontractors, as well as scanning

• File contract documents accurately

• Financial & Invoicing Responsibilities:

• Prepare and issue monthly invoices to customers. Monitor and track project- specific invoice dates to ensure timely receipt of payments.

• Assist in the entry and management of change orders and ensure accurate distribution to subcontractors.

• Assist in timesheet management and look ahead deadlines for site supervisors

• Inputting and maintaining WBS in labour management system

• Create and enter labour codes in labour management system

• Create cost codes in Procore budget

• Prepare and submit expense reports on behalf of the project executives.

Qualifications and Job Requirements:

• 5+ years of experience at the executive level

• Strong written and verbal English communication skills

• Experience supporting senior management

• High degree of professionalism and confidentiality

• Independent, and self-motivated with ability to work autonomously

• Strong organizational skills, with strong prioritization

• Ability to work on multiple projects simultaneously

• Proven strong ability in executive level office administration, with advanced skills in MS Office

• Previous administrative, support experience within the construction or development industry a plus, but not required

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

At Modern Niagara, we recognize the value of fostering a diverse, equitable, and inclusive organization and are committed to eliminating barriers faced by members of equity-seeking groups (women, Indigenous, Black, racialized, 2SLGBTQIA+, people with disabilities, and new immigrants) in the construction industry. Our DEI vision is to build an organization where everyone has access to the same opportunities, experience equitable outcomes, and can thrive and reach their full potential.

We value the diversity of the people we hire and serve. Modern Niagara is an equal opportunity employer. If you require accommodation during the recruitment process, please advise us so that suitable accommodations can be made. We can be reached at careers@modernniagara.com