Job Description

Overview

Windley Contracting Ltd. is seeking energetic and experienced Construction and Civil Project Assistant to join our dynamic team. The ideal candidate has experience in this position, is professional and detail oriented and cares about project outcomes.

This role plays a key part in maintaining project organization, communication, and record-keeping throughout all project phases--from pre-construction through closeout, and will be a key player in our growing team as we take on new and exiting projects, while providing in house opportunities for advancement.

Position Overview

Construction and Civil Project Assistants

provides administrative, coordination, and documentation support to Project Management teams to ensure that projects are executed safely, efficiently, and in compliance with company standards, contract requirements, and regulatory obligations. This role plays a key part in maintaining project organization, communication, and record-keeping throughout all project phases--from pre-job through closeout.

Key Roles and Responsibilities

Project Administration

Provide administrative support to Project Managers, Superintendents, and site teams. Assist with project setup and documentation, including project folders, templates, and contact lists. Prepare, review, and distribute project correspondence, submittals, RFIs, change orders, and meeting minutes. Maintain and update project documentation logs (RFIs, submittals, drawings, specifications, contract POs, subcontracts, submittal tracking, etc. using software and document management systems. Assist with project payables. Prepare bid form for review and submission. Request any insurance or bid bond requirements. Assist with proposal package production and tendering processes. Support preparation and tracking budgets and cost reports.

Document Control and Compliance

Ensure accurate filing, version control, and distribution of drawings, specifications, and revisions. Support preparation and submission of quality control and safety documentation, including inspection reports and test results. Maintain organized project records in accordance with policies and regulatory requirements. Track and ensure completion of permit applications, BCOne Call, regulatory documentation, and required project certifications.

Financial and Contract Support

Assist with purchase orders, subcontract agreements, and contract change notices. Collect, review, and process subcontractor invoices and timecards for accuracy and approval. Help monitor project expenditures against budgets and flag variances for review. Support the preparation of progress claims and client billing documentation.

Health, Safety, and Environmental Support

Help ensure site teams are aware of current procedures and documentation requirements. Support distribution of updated safety materials. Contribute to compliance with WorkSafeBC, environmental, and company safety standards.

Communication and Coordination

Schedule and coordinate project meetings, including agenda preparation and minute distribution. Support communication of project milestones, progress updates, and key deliverables. Support field staff with questions regarding software, time, paperwork, and travel.

Project Closeout

Assist in preparing project closeout documentation, including as-built drawings, operation and maintenance manuals, and warranty information. Ensure completion and organization of all project files for final archiving. Support post-project evaluations and lessons learned documentation.

Qualifications and Skills

1-3 years of experience in a construction or project administration role (civil, commercial, or industrial). Strong organizational, prioritizing, and multitasking skills with a keen attention to detail. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe. Experience working with HCSS Heavy Job, and Acumatica or related construction and payroll administration software considered an asset. Familiarity with construction documentation, tendering processes, and contract administration. Excellent written and verbal communication skills. Ability to work effectively in a fast-paced, deadline-driven environment. Ability to produce professional, client ready documentation in precise format and presentation under deadlines is essential. Knowledge of WorkSafeBC regulations and construction and civil safety practices considered an asset. Valid Class 5 Driver's Licence and reliable transportation. Post secondary education in business or construction administration, or related field an asset.

Core Competencies

Strong teamwork and interpersonal skills. Dependable and proactive approach to supporting project teams. Problem-solving and analytical thinking. High standard of professionalism and confidentiality. Commitment to continuous learning and process improvement.

Working Conditions

Office-based with periodic visits to construction sites as required. Standard work hours with flexibility (overtime) for project deadlines and meetings. May involve exposure to outdoor work, construction noise, and site hazards (PPE provided).

Career Path

The Project Assistant role provides a foundation for advancement into positions such as

Project Coordinator, or Junior Project Manager

, depending on performance, experience, and ongoing professional development.

About Windley

:

Windley Contracting Ltd. is a widely diverse development and general contracting company based on Vancouver Island and serving all British Columbia in the civil, commercial, and residential sectors. With projects ranging in scope and size, the company prides itself in providing quality workmanship and excellent service to all its customers.

We offer a competitive wage and excellent benefits package. To learn more about our company please visit our website at www.windleycontracting.com

Job Type: Full-time

Pay: $48,000.00-$63,000.00 per year

Benefits:

Company events Dental care Disability insurance Extended health care Life insurance On-site parking Paid time off RRSP match Store discount Vision care
Work Location: In person