Concordia University

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Job description

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FACILITIES MANAGEMENT-PROJECT MANAGEMENT

CONSTRUCTION ADMINISTRATIVE ASSISTANT (P5826)


Posted on: February 8, 2018
Deadline: February 21, 2018
Grade: 8

Scope

Reporting to the Senior Director, Project Management, the incumbent provides administrative, logistical, and organizational support to the Project Management group in the successful realization of current and upcoming projects, and serves as the principal point of contact for the preparation of construction contract documents, construction tendering procedures and document conformity reviews.

Primary responsibilities

  • Assist the Project Management group with the preparation of construction contracts and ensure quality of contractual documentation.
  • Assist with the review of construction tender documents to ensure they are complete, accurate, and in conformity with University and government regulations.
  • Track, file and log all project administrative and contract documents requiring multiple levels of approval and enter into the Financial System. Troubleshoot issues proactively as they arise.
  • Assist in the preparation of tender documents for posting on public tendering sites including addenda and report contract status to ensure compliance with all governmental procedures for contract disclosures.
  • Act as a liaison between contractors and project managers and other internal units.
  • Extract information from tracking to compile reports on document circulation and process effectiveness.
  • Maintain and develop guides and tools to ensure Project Managers learn and follow established Departmental and University controls, policies and guidelines.
  • Assist the Project Management Team with the project closeout by distributing final documents (Operation manuals, as built drawings, warranties, etc.).
  • Contribute to the elaboration and updates of documented procedures that improve the administrative aspect of project management.
  • Provide general administrative support to the Project Management group (filing, preparing reports or letters, archiving documents, organizing meetings, preparing meetings, etc.).
  • Perform other duties in support of the unit.

Requirements

  • Diploma of Collegial Studies (2 year pre-university DEC) in a field related to the primary responsibilities and 2 to 4 years' experience working in the project/construction management field.
  • Experience in construction administrative support with knowledge of legal contracts, tendering processes and basic project procedures.
  • Strong knowledge of University procurement policies.
  • Knowledge of public tender policies and processes and/or the construction industry, an asset.
  • Ease with construction procedures and ability to work well with contractors and suppliers.
  • Very good knowledge (Level 5) of spoken and written English, good knowledge (Level 4) of spoken French and basic knowledge (Level 3) of written French in order to review contracts and communicate with service providers and internal clients.
  • Basic knowledge Word and Excel in order to prepare documents and spreadsheets, and experience with the Windows platform.
  • Excellent organizational and prioritizing skills and ability to handle competing demands.
  • Demonstrated pro-active attitude in order to follow up on outstanding issues and conclude them satisfactorily.
  • Ability to work independently and in a team with diverse groups of people.

Salary

$24.65 to $29.66 per hour

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by February 21, 2018. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

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