Canadian Construction Company EA

Executive Assistant / Construction Operations Coordinator

Company: Canadian General Contractor

Location: Remote

Hours: Full-time, with availability during Pacific Time business hours

Compensation: Based on experience

About the Position

We are looking for a highly organized, proactive, and experienced Executive Assistant to work directly with the owner of a Canadian construction company.

This is not a basic administrative or virtual-assistant position. The successful candidate will help manage the owner’s schedule, email s, phone calls, workflows, projects, job-costing information, and daily business operations.

You must be capable of working independently, anticipating what needs to be done, and following tasks through to completion without constant reminders. You will regularly communicate with clients, employees, subcontractors, suppliers, accountants, inspectors, and other professionals.

Previous experience working directly with Canadian clients is mandatory. Experience with a Canadian construction, renovation, development, or trades company is highly recommended and will be given preference.

Key Responsibilities

Owner’s Schedule and Executive Support

Take primary responsibility for managing the owner’s business schedule.

Organize the owner’s daily, weekly, and monthly calendar.

Schedule meetings, site visits, inspections, appointments, phone calls, and deadlines.

Prioritize appointments based on urgency and business requirements.

Prevent scheduling conflicts and allow adequate travel and preparation time.

Provide daily schedule summaries, reminders, addresses, contact information, and required documents.

Reschedule appointments promptly when construction priorities change.

Coordinate travel arrangements, accommodations, and itineraries when required.

Protect the owner’s time by screening unnecessary meetings and interruptions.

Track commitments made by the owner and ensure required follow-ups are completed.

Prepare meeting agendas, notes, action items, and supporting documents.

Assist with occasional personal scheduling where it affects the owner’s business availability.

Maintain strict confidentiality regarding business, financial, and personal information.

Email and Administrative Management

Manage the owner’s email inbox and maintain an organized filing system.

Review incoming email s and identify urgent or time-sensitive matters.

Draft professional email responses for the owner’s review or approval.

Respond to routine communications when authorized.

Flag email s that require the owner’s direct attention or decision.

Follow up on unanswered email s, requests, quotations, and commitments.

Maintain a list of outstanding decisions and action items.

Organize contracts, estimates, invoices, receipts, meeting notes, and project documents.

Prepare reports, letters, spreadsheets, correspondence, and internal documents.

Create daily and weekly priority lists for the owner and management team.

Company Phone Line and Communications

Answer and manage the company phone line professionally.

Respond to inquiries from prospective and existing clients.

Collect complete information from callers before forwarding matters.

Screen sales calls and non-urgent inquiries.

Return calls and schedule consultations or site visits.

Document important conversations, decisions, and commitments.

Maintain accurate contact and communication records.

Follow up with clients, employees, subcontractors, and suppliers.

Escalate urgent project, client, scheduling, or financial matters promptly.

Ensure calls and messages do not go unanswered.

Project Management and Coordination

Set up and maintain projects in the company’s project-management software.

Track project schedules, milestones, selections, approvals, and deadlines.

Maintain current task lists for each active project.

Coordinate site meetings, inspections, subcontractors, deliveries, and material requirements.

Follow up with employees, subcontractors, suppliers, and clients.

Confirm that materials, information, and subcontractors are ready before scheduled work begins.

Track client decisions and items required to keep projects moving.

Identify potential delays and bring them to management’s attention.

Track deficiencies, outstanding work, warranties, and project closeout requirements.

Prepare weekly project-status reports for the owner.

Confirm that project photos, documents, invoices, receipts, and approvals are filed correctly.

Ensure updated scopes, drawings, schedules, and change orders are distributed to the appropriate people.

Help maintain clear communication between the office and active job sites.

Workflow and Systems Management

Develop, document, and improve company workflows.

Create standard operating procedures for recurring administrative and construction processes.

Build systems for managing leads, estimates, contracts, active projects, invoicing, and project closeout.

Assign and track tasks to ensure they are completed on time.

Follow up on overdue tasks without needing reminders from the owner.

Identify communication gaps, repeated problems, and operational inefficiencies.

Maintain company templates, forms, checklists, trackers, and reporting systems.

Help integrate email , accounting, project-management, scheduling, and file-storage systems.

Ensure company information is organized, current, and easy to retrieve.

Recommend practical improvements to reduce administrative work and missed information.

Job Costing and Financial Analysis

Review project budgets against actual costs.

Track labour, materials, subcontractors, equipment, permits, and other project expenses.

Track committed costs, purchase orders, supplier invoices, deposits, and remaining project balances.

Confirm that expenses and receipts are assigned to the correct project and cost code.

Identify missing costs, duplicate charges, incorrect classifications, and unusual discrepancies.

Compare estimated costs to actual project costs.

Identify cost overruns before they become significant.

Prepare clear job-costing and project-profitability summaries for management.

Track gross margin, billing status, outstanding balances, and cash-flow requirements.

Assist with progress billing and ensure completed work is invoiced promptly.

Track approved and unapproved change orders.

Coordinate with the bookkeeper or accountant regarding accounts payable, accounts receivable, payroll information, GST, and financial records.

Follow up on overdue client invoices and missing subcontractor documents.

Maintain accurate financial information and ask questions when information is incomplete or inconsistent.

Estimating and Contract Administration

Assist with preparing estimates, proposals, scopes of work, and client contracts.

Collect and organize subcontractor and supplier pricing.

Compare quotations and identify exclusions, inconsistencies, or missing scope.

Track estimate revisions and ensure current documents are being used.

Prepare and maintain change-order documentation.

Track client approvals, deposits, progress payments, lien holdbacks, and final payments.

Confirm that signed contracts and required deposits are received before scheduling work.

Maintain records of allowances, selections, exclusions, and client-supplied materials.

Assist with project closeout packages, warranties, manuals, and final invoicing.

Vendor, Subcontractor, and Compliance Administration

Maintain current employee, subcontractor, supplier, and professional contact information.

Collect insurance, licensing, Workers’ Compensation, tax, and other required documentation.

Track subcontractor quotations, agreements, invoices, and payment status.

Assist with purchase orders and material-order tracking.

Confirm delivery dates and follow up on delayed or missing materials.

Maintain organized records for permits, inspections, warranties, and safety documentation.

Assist with onboarding new employees and subcontractors.

Track expiry dates for insurance, licences, certifications, and required company documents.

Client and Lead Management

Respond professionally to new client inquiries.

Collect project details and determine whether inquiries meet the company’s basic requirements.

Schedule consultations and site visits.

Maintain an organized lead-management system.

Follow up on estimates and proposals.

Keep clients informed of scheduling requirements, outstanding decisions, and required payments.

Document client instructions and ensure important decisions are confirmed in writing.

Help manage client expectations and maintain professional communication throughout each project.

Mandatory Qualifications

Previous experience working directly with Canadian clients.

At least three years of experience in executive assistance, construction administration, project coordination, or business operations.

Proven experience managing a busy executive or business owner’s calendar.

Strong written and spoken English.

Professional email and telephone communication skills.

Strong scheduling, organization, and follow-up abilities.

Experience managing workflows, deadlines, and multiple active priorities.

Practical experience with job costing, budgets, invoicing, or financial reporting.

Advanced ability with Microsoft Excel or Google Sheets.

Experience using accounting or project-management software.

Reliable internet and a professional remote working environment.

Availability during Pacific Time business hours.

Ability to manage confidential business, financial, and personal information.

Ability to work independently, take ownership, and follow tasks through to completion.

Applicants without experience supporting Canadian clients will not be considered.

Highly Preferred Qualifications

Experience with a Canadian construction, renovation, development, or trades company.

Understanding of Canadian construction terminology and project stages.

Experience coordinating