Project Administrator - Buildings East

What You Will Be Working On

• Complete project related data entry.
• Prepare Owner progress billings reports (Accounts Receivable)
• assist with the review of supplier and subcontractor invoices for accurate billings and cost coding (Accounts Payable)
• Assist with Subcontract creation
• Monitor subcontract compliance and report to project management, follow up as directed
• Assist with project related documents in a timely manner and maintain up-to-date and accurate tracking logs. 

• Process vendor change order, client change orders, and internal financial processes. 

• Generate and manage the review and issuance of Subcontract Agreements ensuring all relevant documentation is provided and meets Bird’s requirements; follow up with trades to obtain all relevant contract documentation, review and ensure Bonds and Certificates of Insurance are accurate and meet Bird requirements.
• Process all change management documentation in applicable systems, always ensuring accuracy. 
• Maintain organized project files in accordance with company’s Project File Structure.
• Attend meetings and record and distribute minutes of meeting.
• Assist project team members with reports and presentations.
• Assist with Operations and Maintenance (O&M) Manuals at closeout.
• Assist project team members by taking initiative to minimize and complete tasks and ensure accurate document control practices and procedures are followed.
• Maintain effective communications to ensure all stakeholders are informed and up to date.

• Provide support to other administrative staff as required.
• Travel to project sites as required.
• All other duties as assigned.

What We Are Looking For

• Minimum 3 years of related administrative experience.
• Proven experience performing accurate and timely data entry, with strong attention to detail and ability to maintain data integrity across multiple systems.

• Post-secondary education in a relevant field is considered an asset.
• Previous construction industry experience is considered an asset.
• Previous experience in finance or bookkeeping is considered an asset.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), and PDF software (Adobe, Bluebeam).
• Experience with documentation tracking in databases such as Procore, SharePoint, or other document management software.
• Experience using ERP systems (e.g., Viewpoint, InEight, SAP) for project and financial administration.
• Ability to learn and adapt to changing systems, technology, and procedures.
• Strong analytical, critical thinking, and problem-solving skills with a high degree of accuracy and attention to detail.
• Effective decision-making skills; proactive and creative in finding solutions.
• Superior organizational skills; able to manage multiple priorities and meet tight deadlines.
• Flexible and capable of handling pressure in a dynamic, fast-paced environment.
• Demonstrates a sense of urgency and commitment to achieving goals.
• Strong written and oral communication skills.
• Ability to build and maintain positive relationships across multiple groups.
• Detail-oriented, enthusiastic, and a positive team player.

For Those Who Seek to Redefine

The greatest achievements in history are borne from the greatness within people – where human potential meets vision, and passion fuels evolution. Unlocking this potential is the most important thing we do at Bird.

As a leader in Canadian construction for over 100 years, the impact of our team is etched deeply within the core of our legacy. Beyond Bird, this impact is felt in the fundamental aspects of our everyday lives. From the critical infrastructure we depend on, to the energy and resources that keep us moving - we are powering our communities and shaping Canada’s skylines coast-to-coast-to-coast. Entrenched in the foundation of a culture built more than a century ago is an enduring quest to reimagine what is possible. Our impact is greater than ever, and we are looking for those who seek to redefine their story.

What We Believe In

We Put Safety First

A healthy and safe work environment is non-negotiable. We build a culture of operational and psychological safety through engagement, learning and leadership.

We Lead With Honesty

We speak and act with integrity, clarity and care so people can trust our word and our work. Being honest means we can deliver the best outcomes and consistent results.

We Are Stronger Together

Success is a team effort. Our inclusive workplace enables our combined expertise, humility and creativity to unlock our greater potential.

We Are Driven To Do Great Work

We built our name on quality. We have a passion for excellence in our work and relationships that honours our businesses and our industry.

We Create Opportunity

Rooted in a solid foundation, we adapt and grow to face the future. We are committed to elevating each other to chart the best path forward in an evolving world.

At Bird, we value Diversity, Equity, and Inclusion (DE&I) and believe it is essential to our success. We will continue to listen, learn, and take action in our commitment to building progress in our organization, and the industry as a whole. Cultivating an environment where all employees feel included, seen, and have a sense of belonging is core to Bird’s culture. We commit to proactively employing a workforce that reflects the communities in which we work, fostering an environment of continuous learning, and never compromising on our values.