Overview

We are seeking a dynamic and detail-oriented Administrative Assistant to join our team! This vital role ensures smooth daily operations by providing exceptional clerical support, managing communications, and maintaining organized records. The ideal candidate will thrive in a fast-paced environment, demonstrate excellent organizational skills, and have a passion for delivering outstanding customer service.

This paid position offers an exciting opportunity to develop your administrative expertise while supporting our mission to deliver top-quality services.

Duties

Assist the Junior Estimator with day to day estimating and administrative tasks

Review, organize , and maintain tender documents, drawings, specifications, addendums, and scope documents

Download and organize construction plans and documents from tendering platforms

Track new tender opportunities, closing dates, and submission requirements

Assist with quantity takeoffs for flooring materials and installation requirements

Enter and maintain quantities, pricing, labour, and material information in spreadsheets

Assist with AI assisted digital takeoffs and verify quantities against construction drawings

Request and track material pricing from suppliers and manufactures

Prepare supplier quote comparison sheets

Follow up on outstanding supplier pricing and subcontractor information

Assist with preparing estimates, quotations and tender submissions

Maintain accurate estimating files and projects folders

Prepare scope summaries and tender checklist





Track addendums and ensure pricing reflects the latest drawings and specifications

Assist with preparing purchase orders and project handover information once jobs are awarded

Communicate with suppliers, general contractors and internal staff as required

Perform general administrative duties related to estimating and project coordination

Qualifications

- Proven clerical experience with strong organizational skills and attention to detail
- Previous administrative construction, estimating or flooring industry experience is an assest
- Comfortable working with numbers, measurements and spreadsheets
- Ability to read and navigate construction drawings is an assest
- Robust data entry skills with high accuracy and typing speed
- Experience with estimating software or digital takeoff programs is an asset
- Interest or experience in Ai based construction takeoff tools is highly desirable
- Strong written and verbal communication skills
- Ability to manage multiple tenders and deadlines simultaneously
- Self motivated and able to work independently while supporting the estimator

Join us as an Administrative Assistant to be a key contributor to our team’s success! Your organizational prowess, positive attitude, and dedication will help create a welcoming environment while ensuring operational excellence. We value your skills and are committed to supporting your professional growth in this essential role. Pay: $19.75-$22.00 per hour

Benefits

- Casual dress
- Dental care
- Extended health care
- On-site parking

Work Location: In person

📌 Administrative Assistant (Ottawa)
🏢 Mica Flooring
📍 Ottawa