Job Description

About our client:

Our client is a property renewal services company based in Surrey, BC. They primarily work on projects in the Lower Mainland/Fraser Valley and offer a wide range of services including interior and exterior painting, building envelope concrete repairs, urethane membrane renewal, sealant renewal, wood repairs, and hazardous materials abatement.

Due to company's expansion, they are adding an Executive Coordinator to support senior leadership within their Building Envelope & Waterproofing division. This key role combines executive-level administrative assistance with hands-on project coordination. The ideal candidate is adaptable, detail-oriented, and capable of managing a dynamic and fast-paced workload, including confidential executive matters and cross-functional support across multiple construction projects.

This is an outstanding opportunity to join a reputable, well-established organization known for its commitment to excellence and delivering high-quality services.

Responsibilities:

• To be the “go-to person” for the Building Envelope & Waterproofing Operations Manager and Senior Project Manager for all daily activities.
• Manage complex calendars, schedule meetings, and coordinate appointments, both internally and externally.
• Screen and prioritize/filter emails, calls, and correspondence; respond on behalf of the executive as appropriate.
• Organize and prepare for meetings, including drafting agendas, taking minutes, managing the monthly division expense report, and following up on action items.
• Coordinate logistics for events, board meetings, and conferences (ie. Travel accommodations, prepare reports, presentations or other documents.
• Maintain confidentiality and discretion in handling sensitive company information between executives and internal/external stakeholders.
• To support the Operations Manager and Senior Project Manager in delivering excellence by collaborating with project team members to ensure their proven processes and best practices are being executed. Includes:
• Bid Packages/Quotes: back up or support the Project Coordinator to prepare and execute tenders and quotes
• Site Support: sourcing items, placing orders, pick up / delivery to site when necessary
• Start Up: bond/insurance documents, Notice of Project, safety compliance administration, site communication/notices when required
• Data & Systems: financial administration including project cost reporting, project invoicing and payment follow-ups, maintenance manuals, and warranty packages
• Support divisional meetings through agenda creation, minute collection and cascading relevant division information.
• Backup support for Building Envelope & Waterproofing Project Coordinator if necessary

Qualifications:

• Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative or project coordinator role.
• Valid driver's license
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Self-motivated with a proactive approach to problem-solving.
• Resilience under pressure with the proven ability to perform effectively under deadline-driven conditions and shifting priorities.
• Ability to handle multiple priorities with a calm, professional demeanor.
• Discretion and trustworthiness with confidential information.
• Familiarity with collaboration tools (e.g., Zoom, Teams, project management software, construction safety management systems, CRM platforms, Microsoft planner, SharePoint) is an asset.
• Bachelor’s degree in business administration, Communications, or a related field (preferred but not required).

Working conditions:

This is a salaried position. The standard 40-hour workweek is Monday to Friday, ranging between 7:30 a.m. to 5:00 p.m.; however, additional hours may be required during peak periods to meet project deadlines and operational needs.

Benefits:

• $60,000-80,000 base salary
• Performance based bonus
• Extended health benefits
• $2,000 health spending account
• Cellphone allowance
• Laptop
• Education allowance
• Paid time off plus 5 personal days. Additional week of Christmas off.

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