Job Description

Project Manager Assistant

Location: 30 Reeves Street Sydney, Nova Scotia. B1P 3C5

Start Date:

Approximately November 3, 2025 but may be earlier due to unforeseen circumstances

Duration:

Appx 20 months maternity cover

Hours:

37.5 Hours/week

JOB SUMMARY

Reporting to the Project Manager, the Project Manager Assistant (PMA) will assist the Project Managers (PM) in planning and directing activities of restoration projects to ensure goals are accomplished within a prescribed time frame. They will serve as a conduit and coordinator of the claim as they are pipe or channel for conveying information to all parties involved including but not limited to; company officers and managers, other team members, subcontractors, insurance adjusters, clients and coordinating all aspects of the job with same.

DUTIES & RESPONSIBILITIES

The following is a list of the essential duties and responsibilities of this job. The tasks and the time spent performing each task may vary as business needs require. ServiceMaster Restore maintains the right to modify job duties and responsibilities at its discretion.

Scheduling

? Co-ordinate with PM (s) to complete projects or assignments assigned while ensuring customer satisfaction through a timely restoration process

? Assist in the coordinate of the PM's schedule, construction/repair schedules and material schedules.

? Communicate with clients and vendors as necessary to advise of projects and/or schedules updates

? Assist in the scheduling of meetings and site visits for the PM to homeowners, insurance adjusters, and trades vendors

Communications

? Notify the PM of new or cancelled claims indicating dates, timelines, and details of any losses

? Receive and respond in a timely manner to any incoming calls

Administration

? Open new Lead/Job in Restore 365 as the call is happening. Enter all information required/available from initial call

? Ensure inspection meeting is on calendar

? Assist PM and dispatch crew as required

? Ensures date inspected and other relevant dates, notes, photos and documents are recorded in Restore (from both PM and crew visits)

? Following up to get any other homeowner and insurance/mortgage information not obtained on initial call. (E-mail address, phone number, etc)

? Ensure that uploading pictures and other documents are in as real time as possible (Authorization form, completion forms, photos, etc)

? Monitor and review with EMS about possible Construction and / or Contents phase in order to create required divisions in Restore

? Follow through/ steps as required on any new Claim intake ensure all meeting, dates, notes and documentation is done

? Calling homeowner or vendors with any schedule changes

? Answering enquiries

? Doing initial follow up with client to ensure they are satisfied with our services

? Prepare requests for quotes, purchase orders, work orders, notices of commencement, supporting documentation for cost breakdown and other documents for jobs as needed

? Review accuracy of job costing sheets for accounting purposes based off of estimates completed by the PM (s), costings sheets, and purchase orders in order to review with the PM's on a weekly basis

? Document details of all other major occurrences in the scope of the project, including emergencies, structure scopes, estimates, letters to clients and adjusters, as per the PM's direction

Become familiar with all company software usage (Restore 365, Xactanalysis, Xactimate, Encircle, Docusketch, etc
? Verify and input daily time sheets after approved by PM (s) in QuickBooks Online

? Reviews ongoing jobs by reviewing percentage completion and/or job completion with the PM (s). Once review is done invoices are created, uploaded and distributed

? Readies Accounts Payable for posting ensuring PO is attached to invoices and forward to accounts Payable. Material variances between PO and invoices must be approved by PM

? Follow up with owner regularly to update his calendar and arrange any necessary travel and/or meeting requirements

General

? Maintain professional conduct and appearance in all client facing activities

? Establish positive rapport with clients when possible

? Provide an exceptional level of service that exceeds the expectation of the client

? Conduct all work in accordance with company safety policies

? Adherence to all company workplace policies

? Perform other duties as may be required

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge skills and abilities required. Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with the Manager and/or Franchise Owner. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Characteristic and Ability Requirements

Ability to coordinate effectively with the PM and other management involved parties

Effective communication skills both written and verbal

Ability to engage clients and deliver excellent service

Thorough decision-making skills

Highly organized, strong attention to detail and ability to multi-task

Demonstrated sound work ethics

Proven ability to build and maintain strong working relationships

Flexible, adaptable and able to work effectively in a variety of settings

Operates with honestly and integrity with a genuine desire to make valuable contributions to the team

Works well independently and in a team environment

Educational Requirements

Education Required: High School Diploma and proven office administration experience and/or certification

Other Education/Certification/Training preferred:

Candidates with a Human Resource background would be considered an asset

Work Experience Requirements

Work experience required:

Minimum of two (2) years of experience in a project support or related role.

Experience in construction and/or restoration is preferred

Technical Requirements

Equipment: Office Equipment (copiers, scanners, printers, faxes, etc.)

Software: Knowledge and experience of MS Outlook, MS Word, MS Excel, and Quickbooks Online

Competencies

? Accountability - sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks; encourages others to take responsibility.

? Adaptability - treats new situations or changes as an opportunity for growth; focuses on the benefits of change; speaks positively about the change; modifies behaviour effectively and tries new approach without resistance.

? Builds Trust and Respect - treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.

? Customer Focus - effectively meets the needs of our customers; both internal and external, builds proactive relationships, takes responsibility for customer satisfaction.

? Manages Work - manages one's time and resources to ensure work is completed effectively and efficiently; effectively allocates own time to completing tasks, while leveraging available resources; stays focused and prevents distractions from work completion.

? Problem Solving - develops solutions for work issues by examining root cause of issues, identifying cause and effect, and identifying potential solutions.

? Quality Standards - sets standards for excellence in work and procedures to achieve high quality, productivity, and efficiencies; checks processes and tasks to ensure high quality output; takes corrective action to correct problems or notifies others of quality issues.

? Safety Awareness - identifies safety issues/problems and informs the appropriate individual when issues arise; reports unsafe working conditions; makes recommendations for correcting safety and security concerns.

? Teamwork - contributes to building a positive team environment; supports successes, recognizes accomplishments; provides feedback; exhibits openness to others perspectives; balances responsibilities.

Working Conditions

There is a low risk of exposure to adverse working conditions

Job Type: Fixed term contract
Contract length: 20 months

Pay: From $18.50 per hour

Expected hours: 40 per week

Benefits:

Casual dress Dental care Extended health care On-site parking Vision care
Language:

English (required)
Licence/Certification:

Driving Licence (required)
Work Location: In person

Application deadline: 2025-10-10
Expected start date: 2025-11-03