Salary Range: $55,000.00 To $58,000.00 Annually

Company Overview Canstar is a Canadian restoration company, owned and operated since we opened in 1985. We have branches both in British Columbia, Alberta and Saskatchewan. Canstar focuses on helping people after experiencing a fire, flood or other structural trauma to their home/business.

We love taking part in community events and are pleased to help our furry friends by sponsoring the BCSPCA. We pride ourselves as being the best in the restoration industry by providing excellent service, prioritizing safety, and delivering a very high level of quality work to our customers.

We take good care of our team too! We like to have fun and celebrate our success.

Position Overview The Project Administrator responsibilities include working closely with our project management team to prepare comprehensive action plans, including resources, timeframes and budgets for projects. You will perform various coordinating tasks, like schedule and risk management, along with administrative duties, like maintaining project documentation and handling financial queries.

To succeed in this role, you should have excellent time management and communication skills, as you’ll collaborate with clients and internal teams to deliver results on deadlines.

Duties and Responsibilities

Open jobs in PSA Web & Encircle

Review jobs opened by Call Center and fix/update missing or incorrect information

Guide the policyholder/client to upload photos & sign Work Authorization in Encircle

Coordinate with internal staff to have Work Authorization signed if the policyholder/client is not comfortable with this

Upload Work Authorization to XA when required

PSA date entry – Loss, Received, Contacted, Inspected, Actual Start, Target Completion, Actual Completion, COC uploaded, Last Day on Job (when applicable), Production closed, Approved, estimate uploaded (if traditional quote), enter scope date and sent 24-hour date report and HMI date

Confirm XA & Symbility date entry – Contacted, planned inspection, inspected, Target start, Job started, Target complete, Completed

Create estimated revenue work orders within 24 hours of site inspection

Update estimate revenue work orders when quote/estimate is approved

Forward 24-Hour Reports to clients through PSA & upload to XA when required

Upload Emergency Scope to Encircle

Send traditional scopes to clients as required

Confirm Deductible, Inspection/Estimation Fee,



and Interim Invoice requirements and request invoice creation/submission

Assigning gatekeeper for estimating once all info is collected

Review “Received Jobs Report” or “Job Management Report” daily – Check for new jobs that are missing the estimated revenue and check for any job info. that needs to be updated in PSA

Review jobs in PSA whenever you are in them to – Check for missing dates (“Not Started”, “Not Contacted”, “Not Inspected”, “Not Completed”).

Issue RFQs to sub-trades

Track sub-trade quotes and follow-up to ensure timely submission – Notify PM when all sub-quotes received for quoting purposes

Create/format & send traditional quotes and/or scopes to clients

Collect/send information to estimating team to prepare/revise estimates

Follow up on questions from the estimating team, and ensure timely PM approval/upload

Enter, coordinate, maintain, and communicate job schedules

Maintain property access and contact information in PSA

Issue and track all work orders

File management (PSA) – Save in-coming attachments, ensure proper uploading and labelling in PSA

Maintain ongoing communication with property owners, PM Team, in-house departments, sub-trades, adjusters, property managers, and owners/tenants to ensure efficient job progress and completion and document them in PSA

Follow up with NR loss list and disposal authorization

Facilitate with new subtrade set up

Request Cost Transfers

WIP report management

Updates/uploads to XA or Symbility as required

Review/Sign/Submit Site Supervisor timesheets

Read & respond to emails as required

General Release Forms

Coordinate disposal of non-restorable content

Complete File Close procedures (including all steps to close off D files, except for the invoice for D file against subtrades).

Check for any required revisions to estimate and inform invoicing, if happening after work completion.

Coordinate Completion Certificate final document sign off with Site Supervisors (upload to XA when required)





Month-end Reports – Job Active Job Management & Open Work Orders (PSA)

Health and Safety

Ensure that self and others adhere to Canstar’s health and safety practices and procedures

Ensure good housekeeping is kept to perform work safely and efficiently

Understand safety policies and protocols

Ensure that self and others on site are wearing all required PPE, when required

Who we are looking for: A Project Administrator’s challenging and fast-paced environment require excellence to keep things running smoothly. They must be able to work well under pressure without sacrificing quality. A good Project Administrator should be detail-oriented, dependable, a problem solver and a good communicator. They have a great attitude and a willingness to do what it takes to get the job done. Other important attributes of a Project Administrator are:

Strong computer skills including Microsoft Office suite (Outlook, Word, Excel) with the ability to accurately type 40 words per minute

Exceptional customer service and interpersonal skills

Ability to multi-task in a fast-paced environment and prioritize in an ever changing environment

Ability to resolve conflict, prioritize and remain calm in high-stress situations

Ability touse strong coordination and computer skills to maintain ongoing communications with property owners, the project management team, in-house departments and sub-trades to ensure efficient job progress and completion

Ability to receive new jobs via phone/email and enter it into the project management software while coordinating work authorization document sign-offs as required.

Ability to think critically and exercise good judgement

Qualifications and Experience

3-5 years of experience in a fast-paced administrative role is essential

3-5 years of experience working in either construction, restoration, property management/strata or insurance preferred The ability to accurately type 40 words per minute

Strong administrative and clerical skills

Ability to multitask and prioritize in an ever-changing environment

Working Conditions

Monday – Friday, day-time hours 8:00 am to 4:30 pm. Occasional overtime is required

Perks of working for Canstar…

Extended health and dentalbenefitsfor you and your family

Outstanding companycultureandcareeradvancementopportunities

Industry-related Tuition Reimbursement (50% - 100% of tuition costs!)

📌 Project Administrator (Winnipeg)
🏢 Canstar Restorations
📍 Winnipeg