Overview
Construction Project and Office Administrator – Design-Build Jobs in Mississauga at Folio Interior Design Group Inc.
Our Company:
Folio Interior Design Group Inc. is a fast-growing Interior Refurbishment company located in Mississauga, Ontario, specializing in redecorating and renovation of multi-residential condominium common areas.
Folio’s goal is to ensure all refurbishment projects are delivered on time according to budget requirements and other parameters. Due to the nature of Design-Build, our work generates a tremendous number of different documents.
We are looking for a competent key person who can assist with coordination of projects to ensure they flow, and to maintain operational systems and administration in the office. This is an intermediate position with potential to rise in the company.
Are you looking for a fast-paced role that will challenge you, with a team and projects that will energize you with positivity, flexibility and forward motion?
Your Personal Attributes:
We are doers, and we reward solving problems, closing tasks, and moving forward. The successful candidate takes pride in doing these throughout the day, while working as a team. Our large projects and numerous activities mean you must have a strong attention to detail with the ability to switch focus as needs change.
You are a critical thinker, with a positive attitude and a growth mindset are essential on our team as we are always learning from each other and improving systems.
Your Background, Experience and Qualifications:
You have excellent spoken and written English and are prepared to communicate by email, in person, by phone and in chat groups throughout the day. Your business language is professional and you can communicate clearly to clients, trades, or vendors as needed. You read through things carefully.
You have a strong numerical and logical ability, able to work on budgets and scopes of work. You have a sense for timelines and pacing of projects and an understanding of what is priority of the multiple elements.
You worked previously as an administrator or coordinator in industries such as engineering, architecture, or construction.
You must have a bachelor’s degree in civil engineering, PMP, construction management or combination.
You have 3-5 years multidisciplinary experience, in the design-built construction industry.
You have software skills at the intermediate level using Excel or Google Sheets ( able to produce graphs and tables, merge multiple spreadsheets, and use formulas), PDF editing and annotating, managing, name and sorting volumes of project documents in google drive. You are willing to dive in and learn the basics of design software and cloud platforms including our CRM (HubSpot) and Accounting software (Quick books). You are aware of how to collaborate and create documents forms and store and sort images using Google products.
You have a valid drivers license and can drive to sites all over the Greater Toronto Area from Pickering to Burlington when needed from time to time.
If you know the condo sector, this is a definite plus!
Job Summary and Tasks
Working for Folio, you will come to the office and work with our team each day. You will sometimes go to job sites. Sometimes you will be asked to join evening Board meetings with clients in person or virtually. You will be part of our yearly trade shows or monthly luncheons to assist in set up and interacting with our clientele, who are property managers and Condo board members.
Our office environment is friendly, sometimes unpredictable and open concept, with a board room and smaller offices for some staff. You will be in the center of the action, keeping aware of projects that are active as well as ones that are in proposal.
a) Construction Project Support
Prepare Scope of work & contract
Prepare CCDC contract
File Notice of project
Assemble H &S board, binder and supplies for sites.
Set up accounts with various vendors
Book H&S training with service providers to provide WHMIS, first aid training and supervisor training to our staff and trades
Maintain and Update WSIB clearance certificate and payment for Folio and subtrades.
Maintain and update Folio (And subtrades) liability insurance certificate and clients as additional insured.
(Keep records of training certificates of employees and vendors)
Prepare Project kick off site check list.
Prepare weekly reports and monthly payment draws for each project
Assist in preparing material Finishes spreadsheets and material specification sheets
Create site notices for various project stages
Create subcontractor work orders and maintain sub-trades payment schedules in Quick-books and reconcile purchase orders.
Assist with procurement, create purchase orders in QB as required.
Reconcile and organize supplier invoices, PO, and reconcile monthly statements for materials and present for payment.
b) Purchasing, Administration & Vendor Relations
The Purchaser segment of this role involves all stages of purchasing from setting up new vendors all the way through to tying up final bills for the bookkeeper. It includes:
Learning about materials, vendors, client and project needs, and meeting with representatives from all areas of the business on a regular basis in order to grow knowledge continually.
Being present for meetings with vendors and trades
Maintaining the database of suppliers.
Identifying potential suppliers.
Purchasing routine items and buying supplies using your expense credit card.
Assisting with setting up new vendor accounts, negotiating payment terms.
Be fluent and current on knowledge of account status of vendors.
Assisting with setting up new Trade Partner accounts
Exploring new material category trades suppliers.
Setting up favorable terms and purchasing strategies to help keep the cost of acquisition as low as possible.
Requesting quotes or proposals from suppliers.
Evaluating quotes or proposals from suppliers.
Presenting quotes comparison in standard for approval for large value purchases.
Generating purchase orders in QB and sending to vendors and officers, with appropriate documentation for accuracy.
Reviewing invoices and comparing against purchase orders and payments to the vendor. Assisting the bookkeeper to confirm payment terms and manage deposit payments.
Assisting the bookkeeper with matching credit card charges on statements with invoices, delivery slips and other proofs of delivery. Logging in to vendor portals to retrieve and share purchasing records and other information.
Maintaining 2 emails. Organizing “billing” email with labels and folders for future retrieval and easy search.
Preparing, maintaining, and reviewing purchasing records (Spreadsheets and Purchase Orders)
Approving invoices once compared with POs and delivery slips and assembling in the current month’s binder for the bookkeeper for payment. Assisting with discrepancies and reporting to vendors or internal departments to rectify
Following up with Bookkeeper to see if invoices have been paid and orders have been closed.
Maintaining a database of commonly used products we buy, package pictures and negotiated price and SDS. (Glue, paint, primers, stains. Carpet, Wallpaper, tile, grout cleaning products etc.) their suppliers and costs
Maintaining a database of manufacture warranties doc of various major inputs – carpet, WP, Tiles etc.
Assisting with closing monthly vendor billing by confirming correct deliveries and pricing as agreed with vendors.
c) Sourcing with the Design Team – Furniture and Accessories
Attaining specifications from designers and checking the Finishes Schedules, collaborating with the designers to keep versions current.
Creating Approval Form for furniture and accessories for the client
Communicate with suppliers to get details about delivery and logistics lead times and checking specifications.
Updating Finishes Schedule when technical specifications change and communicating with the Design Team any changes.
Coordinating with the design team and trades to execute and source materials for mock-ups including ordering samples when requested.
Coordinating with the trades on site and with design and sales teams to obtain final specifications for final approval, updating files.
Maintaining furniture records in Google drive.
Occasionally support sales by communicating with the client on approving specs.
d) Coordination & Logistics
Delivering projects on time and within budget depends on getting the materials you purchased to site – and verifying that they got there in good condition. It also depends on working with the design team to make sure the right items were ordered. So, this part of the role involves:
Maintaining records in the shared drive Project folder
Helping with new projects – Project take off documents and sourcing.
Aiding in creating project budgets and estimates (sourcing and costing)
Collecting payments from clients, when appropriate, and managing client expectations regarding payment schedules
Organizing the delivery to and from Folio’s warehouse to the job site.
Organizing the delivery to and from Vendor warehouse to the job site.
Coordinating with site staff to receive goods, count, receive reports of discrepancies and quality.
Communicating with clients, managers, directors, staff and vendors to ensure timely exchange of information in the most efficient way possible.
Assisting in creating, maintaining, modifying, and communicating the schedule and timelines as needed to keep the project moving forward, by keeping the team aware of lead times and any reasons for delay.
Assisting in making the closeout package by being a resource for warranties SDS etc. of all warranties
e) Inventory Control
Maintaining a separate storage and warehousing and inventory record
Making Periodic visits to the warehouse when major deliveries are arriving and reconciling material with delivery receipts, as baseline inventory. Reduce inventory when shipped to site and regularly maintain record balance/ reduced inventory in the warehouse, in coordination with warehouse manager records.
Managing inventory and material reconciliation, to and from storage facilities.
Review vendors Invoices for warehouse storage material (in and out) and site delivery and approve for quantity billed and pricing in sync with PO, resolve Disputes.
Match inventory quantity with storage charges, invoices, and presents for payment.
This position offers a competitive salary, opportunities for professional growth, and the chance to work on exciting construction projects. If you have the required skills and are looking to contribute to a dynamic construction team, we encourage you to apply.
Job Type: Full-time
Pay: $52,000.00-$58,000.00 per year
Benefits:
On-site parking
Schedule:
Monday to Friday
Supplemental pay types:
Bonus pay
Work Location: In person
Application deadline: 2024-07-07
Title: Construction Project and Office Administrator – Design-Build
Company: Folio Interior Design Group Inc.
Location: Mississauga
