Construction Administrator

About Townline

The Townline Group is a Real Estate Development Company primarily focused in the Lower Mainland and Vancouver Island. Our development and construction portfolios are diverse and consist of mixed-used multi-family and commercial construction, as well as non-market and purpose-built rental housing. Townline is a well-rounded company with proven teams specialized in the areas of Development, Affordable Housing, Finance, Acquisitions, Construction, Sales, Marketing and Customer Care all housed under one roof. Townline has been building homes since 1981 and believe diversity is the cornerstone to our success and longevity.

Townline offers ample opportunities for growth and development, a competitive compensation package, a comprehensive health benefits program and an on-site gym/wellness center. As well, our office is conveniently located right on the Canada Line at Marine Gateway. This is an exciting opportunity for someone who is looking for experience in the rewarding field of social-purpose housing development and with one of BC’s most respected and proven developers.

Currently we are in need of a Construction Administrator to join our team at our Head Office. The ideal candidate has previous knowledge or experience working in construction, administration or AP. This is an exciting opportunity for someone who would like to work with one of BC’s most respected and proven residential and mixed-use developers.

Role Description

The Construction Administrator will be responsible for supporting the Construction team on a variety of different duties and responsibilities.

Job Tasks include but not limited to the following:

• Prepare a Project Folder for each new project
• Prepare the Trade Contractor Agreement (TCA) and Change Order (CO) Log for each assigned project’s contract agreement packages and change orders
• Prepare Contract Agreement and schedules, CO, change directive drafts and edit as required by Construction Manager
• Assist with tracking invoices, print, stamp, date and match PO
• Scan invoices, file in OneDrive and update tracking logs
• Track all Contract Agreements and change orders/directives and keep log updated
• Send out Contract Agreements and applicable change orders/directives for signing and monitor for return
• Scan, stamp and file executed Contract Agreements (full package) in hardcopy (stored in Accounting files) and electronic project file and maintain contract files
• Forward a copy the executed Contract Agreement to Accounting including job number and cost code and send a copy of the scope of work to site
• Prepare the Owner Change Order (OCO) for each assigned project
• Draft trade contract agreements (including scopes of work, payment schedules, etc.,) and prepare change orders and keep log updated
• Scan, copy, and file building permit drawing (stamped by City), shop drawings, etc.
• Track and file all permits issued for the assigned project, file hardcopy & electronic copies and forward originals to Site
• Track Occupancy Permit documents, file copies (hardcopy and electronic) and maintain two binder sets (one for Municipal Authority and one for office file)
• Compile all project close out documentation including Warranty Certificates, operation manuals and as-built drawings
• Prepare Holdback documents (Notice of Substantial Completion, etc.), track holdback timelines on Lien Holdback Release Log and ensure Accounting is notified of pending release dates; and conduct Land Title Searches for lien holdback releases
• Answer inquiries from Suppliers and Subcontractors regarding payment status
• Match invoices to Purchase Order’s and review invoices to trade agreements and price lists, as required checking for errors
• Monitor and review subcontracts for billing requirements including WorkSafeBC and Statutory Declarations
• File, scan and organize documents as requested.
• Assist with weekly timesheet review as needed
• Other duties as assigned by the Construction team.

Skills and Requirements:

• Knowledge or experience in Construction is an asset
• Knowledge or experience in an Administrative or Accounts Payable position is an asset.
• Bachelor’s degree or Diploma Business Administration preferred but not required;
• A strong understanding ofthe billing cycle and how to track invoices and payment;
• A self-starter with a keen interest in the Construction industry;
• Must possess a high level of moral judgment for handling confidential information and monetary transactions;
• A team player who works well in a collaborative environment;
• The ability to handle a substantial workload, multitask, and prioritize in a fast-paced environment;
• Strong written and oral communication skills, with the ability to communicate effectively with all levels of employees and outside parties;
• A creative thinker and effective problem solver;
• A strong work ethic, attention to detail and excellent organizational skills;
• Proficiency in Microsoft Office (Excel, Word, Powerpoint, Outlook, etc.);

Successful candidate will be required to provide official documentation confirming receipt of two (2) doses of a COVID-19 vaccine, as recognized for use in Canada, prior to starting employment. Continued employment will be conditional on receiving, and providing confirmation of, any additional “booster” vaccine doses, as recommended by the Ministry of Health & Provincial Health Officer. Exceptions based on medical, religious or other valid grounds will be considered on a case-by-case basis.