J*The Administrative Clerk - Sites* is responsible for providing administrative and operational support to the construction team from the project site. This role supports Project Coordinators, Foremen, and site operations by maintaining accurate records, organizing documentation, tracking materials and equipment, and assisting with purchase orders, subcontracts, change orders, and other project-related information. The position requires strong organization, attention to detail, and the ability to manage administrative priorities in a fast-paced construction environment.

Key Responsibilities

1. Administrative Support

- Provide day-to-day administrative support to Project Coordinators, Foremen, and site leadership
- Prepare, organize, file, copy, and distribute project documentation
- Maintain accurate and up-to-date site records
- Assist with data entry, document tracking, and recordkeeping
- Support general administrative requirements related to site operations

2. Project Documentation & Records

- Track, verify, and record project-related information
- Maintain organized files for invoices, purchase orders, subcontracts, change orders, and other project documents
- Prepare and administer documentation associated with subcontracts, purchase orders, and change orders
- Ensure required documents are complete, accurate, and properly filed
- Follow up on missing or outstanding information as required
- Maintain confidentiality of project and business information

3. Materials, Equipment & Inventory Support

- Assist with unloading tools, equipment, and materials from delivery vehicles as required
- Track tools, equipment, and materials received at the site
- Maintain accurate inventory records
- Identify missing, damaged, or incorrect items and report concerns promptly
- Support the organization and control of site materials and equipment

4. Workflow & Coordination

- Support Project Coordinators and Foremen with administrative tasks required to keep site activities moving
- Monitor outstanding documentation and follow up as required
- Prioritize tasks based on site needs and project deadlines
- Coordinate information between the site and office teams as required
- Communicate delays, discrepancies, or administrative concerns that may affect project progress

5. Communication & Teamwork

- Work collaboratively with Project Coordinators, Foremen, site employees, subcontractors, suppliers,



and office staff
- Communicate clearly and professionally regarding documentation, deliveries, and site requirements
- Respond to requests for information in a timely manner
- Escalate discrepancies or issues to the appropriate team member
- Support a positive and organized site environment

6. Safety & Work Environment

- Follow all Occupational Health & Safety policies and site-specific procedures
- Maintain an organized and safe work area
- Follow safe lifting and handling practices when assisting with equipment or materials
- Use required personal protective equipment when entering active construction areas
- Report hazards or unsafe conditions promptly

7. Other Duties

- Assist with additional project administration as required
- Support other site and office teams when necessary
- Assist with special projects or audits as assigned
- Perform additional related duties as required

Qualifications & Skills

- Previous administrative, construction, project coordination, or site support experience is considered an asset
- Robust organizational and time management skills
- Excellent attention to detail and accuracy
- Ability to manage multiple priorities in a fast-paced environment
- Strong verbal and written communication skills
- Proficiency with Microsoft Office applications, including Excel, Word, and Outlook
- Ability to maintain accurate records and organized documentation
- Ability to work independently while supporting a broader project team
- Strong problem-solving and follow-up skills
- Professional and reliable approach to work
- Previous experience with purchase orders, invoices, subcontracts, or change orders is considered an asset
- Construction industry experience is considered an asset

Physical Requirements

- Prolonged periods of sitting and computer work
- Regular standing, walking, bending, and reaching
- Occasional lifting and handling of tools, materials, or equipment
- Ability to safely move throughout an active construction site

Working Conditions





- Work performed primarily from a construction site office
- Regular exposure to active construction environments
- Exposure to noise, dust, tools, equipment, and changing site conditions
- Use of required personal protective equipment when entering construction areas
- Work may involve both office-based administrative duties and occasional site-related physical tasks

Why Join Potvin Construction?

At Potvin Construction, we take pride in our commitment to excellence, integrity, and collaboration. Our reputation for quality craftsmanship is built on the contributions of passionate team members who value continuous improvement and customer satisfaction.

We foster a supportive and innovative work culture where every employee is encouraged to contribute ideas and take initiative. Our dedication to professional development, employee well-being, and community involvement makes Potvin Construction a great place to grow your career.

What We Offer

· A fair, experience-based salary aligned with the role and responsibilities

· Comprehensive benefits package (following probationary period)

· Paid time off.

· Office closure between Christmas and New Year’s

· Referral bonus program

· Employee discounts with local businesses

· Opportunities for training, growth, and advancement

To apply: Please send you resume to [email protected]

Work location: Kanata, Ontario

This posting is for a current opening on our team.

AI may be used to as part of our resume evaluation process.

Successful applicants may be asked to complete a behavioural assessment as part of our recruitment process.

Potvin Construction values diversity in the workplace and is committed to employment equity. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), Potvin Construction will provide accommodation, accessible formats, and communication support for the interview upon request and we will work with you to meet your accessibility needs.

Pay: $24.00-$27.00 per hour

Expected hours: 44.0 per week

Benefits:

- Company events
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Ability to commute/relocate:

- Kanata, ON: reliably commute or plan to relocate before starting work (preferred)

Experience:

- Administrative: 2 years (preferred)
- Monday.com: 1 year (preferred)

Work Location: In person

📌 Administrative Clerk - Sites (Canada)
🏢 Potvin Construction
📍 Canada