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About the Role
The Project Manager Assistant provides support to the Project Manager by coordinating project activities. The role ensures project continuity and efficiency through clear communication, managing multiple projects in a fast-paced environment, and requiring a high degree of organization and autonomy.
Responsibilities
- Effectively communicate with property owners/managers/tenants, subcontractors, and insurance adjusters.
- Assist Project Manager with the full cycle of assigned projects, from initiation to completion, including receipt of payment.
- Ensure all project documentation is accurate and uploaded into internal and external claims systems.
- Assist with customer communication and interactions.
- Ensure work authorization, completion certificates, and all other required documents are obtained from the client.
- Ensure work order tasks and purchase orders are completed and uploaded in a timely manner.
- Complete invoicing accurately in line with client protocols.
- Support outstanding receivables.
- Act as a liaison between the customer and Project Manager to ensure project success.
- Address questions and concerns throughout the project.
- Perform tasks required by the Project Manager in support of project needs.
- Be aware of all aspects of the scopes of work to provide proper assistance to the Project Manager.
- Track project changes and produce updated schedules.
- Review project information and compile schedules in a timely manner.
- Track the progress of all new and ongoing projects and maintain up-to-date notes.
- Coordinate mitigation/restoration work with in-house staff and sub-trades.
- Prepare and/or edit internal scopes of work, estimates, budgets, letters, faxes, memos, and emails.
- File all project documents appropriately (hard and soft copies).
- Organize, compile, and submit support documentation upon completion of the project.
- Submit any required information to the client as directed by the Project Manager.
- Report to the Project Manager for all issues.
- Be capable of short-term coverage for the project in the event of Project Manager vacations or absences.
- Assist with reception relief as needed.
- Provide excellent customer service.
- Work under time constraints to meet specific timelines.
- Ensure attention to detail and a keen sense of safeguarding other people’s property and information.
- Participate in and demonstrate an understanding of safety principles and practices; follow all safety policies and procedures to support a safe working environment, including safe operation of machines and equipment.
- Comply with all BELFOR policies and procedures, as well as legislative requirements.
- Proactively communicate job site conditions and concerns that may be affecting completion of the job to the appropriate person.
- Attend all BELFOR sponsored training courses.
Requirements
- Post-secondary administration courses / certification.
- 1+ year prior restoration experience, insurance and/or construction coordination.
- Manage sensitive information appropriately and maintain confidentiality.
- Strong aptitude to work within deadlines.
- Integrity, honesty, and responsibility with a desire to contribute to a team.
- Highly organized with attention to details.
- Comprehensive understanding of customer service, principles, and practices.
- Eligible to operate a motor vehicle per BELFOR's vehicle policy.
- Ability to work within a team or independently as needed.
- Proven ability to multi-task in a fast-paced environment.
- Willing to work evenings, on-call, and weekends when requested.
- Periodic travel may be required.
- Criminal Record Check.
Skills
- Communication skills
- Customer service
- Organization
- Attention to detail
- Multi-tasking
- Microsoft Office programs (Excel, Word)
- Google Suite
Work Type
- On-call
- Evenings
- Weekends
Experience Level
- 1+ year prior restoration experience, insurance and/or construction coordination
Education Level
- Post-secondary administration courses / certification
About the Company
- BELFOR (Canada) Inc. is an inclusive and equal opportunity employer.
Equal Opportunity
- BELFOR (Canada) Inc. is an inclusive and equal opportunity employer.