Construction Administrative Assistant

Job Description

Company Description

Octave Design and Build Inc. is a leading general contractor, land development and construction firm focused on turning ideas into sustainable, high-quality projects serving the Greater Toronto Area. We specialize in the full development lifecycle, construction management, design-build, and project development, providing complete solutions tailored to each client's needs. Focused on low-rise residential and commercial projects.

Role Description

This is a full-time, on-site role for a Construction Administrative Assistant located in Oakville, ON. The Construction Administrative Assistant will be responsible for providing administrative support to the construction team, managing phone calls, scheduling meetings, organizing documentation, maintaining records, and collaborating with internal and external stakeholders to ensure smooth operations within a fast-paced construction environment. The role also involves assisting in the preparation and coordination of project-related documents and tasks, while ensuring all clerical duties are handled efficiently. The Construction Administrative Assistant will report to the CEO.

Responsibilities:

• Support the Project Manager and office team with all administrative and documentation-related tasks.
• Manage and organize project files, including contracts, permits, shop drawings, reports, and inspection documentation.
• Receive, review, and log all trade invoices; ensure invoices align with contract values, approved change orders, and progress completed.
• Prepare monthly payment packages, including summaries, supporting documentation, and draft communications for review and payment approval.
• Maintain Buildertrend with updated schedules, RFIs, daily logs, change orders, and document uploads.
• Assist with issuing purchase orders and tracking delivery of materials and equipment.
• Prepare meeting agendas, minutes, and track action items.
• Manage compliance records, including WSIB, insurance certificates, vendor onboarding, and safety documents.
• Coordinate communication between subtrades, consultants, and internal teams.
• Provide general administrative support such as drafting correspondence, maintaining spreadsheets, and managing project calendars.

Additional Qualifications:

• Strong organizational skills and exceptional attention to detail.
• Ability to work under pressure and manage multiple deadlines.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office; experience with Buildertrend is highly preferred.

Education:

• Bachelor's degree

Experience:

• Minimum of 5 years of experience with administrative duties, preferably within residential construction.
• Experience with residential construction within Canada is required.
• Proficient with Buildertrend.

Job Type: Contract full-time (The first six months are designated as a probationary period).

Work Location: Oakville, ON (L6K 0J3)