Job Description

Are you a master organizer who can multi-task in a dynamic, fast-paced environment? Does being a part of an organization that builds and works on complex projects excite you? Do you like being the "go-to" person who supports your team? Take the leap and make your mark at

Plan Group

!


As a

Administrator, Commercial Mechanical

, you will:

Generate the monthly New Business Report and provide summarized insights for management review. Update the Active Job List and coordinate with Project Managers monthly to track project status and forecast completion dates. Create monthly ToolWatch reports, distribute them to PMs, and track acknowledgments and required follow-ups. Ensure foremen comply with LPR reporting requirements by generating and distributing project-specific reports. Monitor and archive weekly two-week lookahead forms submitted by foremen. Manage the Stabilization Fund process, including timesheet tracking, supplier invoice collection, Consultant Sign-Off letters, and submission of completed packages to Local Unions based on milestone completion percentages. Complete job startup request forms, prepare network job folders, upload estimating files, and submit required documentation (e.g., Form 1000, WSIB, COI, bonding, H&S documents). Maintain records and logs of all regulated subcontractor and service provider documents, including Form 1000, WSIB, and Certificates of Insurance. Prepare and compile project closeout documentation, and coordinate As-Built drawings completion with ECS. Perform goods receipt entries in Coupa and reconcile them against original purchase requisitions. Set up user and project profiles in Procore, and upload budgets in dollars and labor hours. Maintain and update departmental file templates, archiving outdated versions. Schedule and coordinate departmental, estimating handover, and post-construction meetings, including recording and distributing minutes. Maintain training records for PMs, coordinators, and foremen, and notify relevant staff of expiring certifications. Provide general administrative support such as scheduling meetings, managing departmental files, distributing mail, and handling uniform requests.

Our ideal candidate has:

Certificate or diploma in Office or Business Administration. Minimum of 2 years of administrative experience in a fast-paced environment. Construction industry experience considered an asset. Professional communication skills and the ability to perform tasks effectively with minimal supervision. Strong organizational and interpersonal skills, with proven ability to manage multiple priorities and tight deadlines. High-level proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and Adobe Acrobat. Familiarity with Procore, Coupa, or ToolWatch is an asset. Understanding of compliance documentation requirements (e.g., WSIB, COI, Form 1000) is considered an asset. * Experience with file management systems and regulated documentation processes is an asset.