Salary Range: $55,000.00 To $58,000.00 AnnuallyCompany OverviewCanstar 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 OverviewThe 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 ResponsibilitiesOpen jobs in PSA Web & EncircleReview jobs opened by Call Center and fix/update missing or incorrect informationGuide the policyholder/client to upload photos & sign Work Authorization in EncircleCoordinate with internal staff to have Work Authorization signed if the policyholder/client is not comfortable with thisUpload Work Authorization to XA when requiredPSA 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 dateConfirm XA & Symbility date entry – Contacted, planned inspection, inspected, Target start, Job started, Target complete, CompletedCreate estimated revenue work orders within 24 hours of site inspectionUpdate estimate revenue work orders when quote/estimate is approvedForward 24-Hour Reports to clients through PSA & upload to XA when requiredUpload Emergency Scope to EncircleSend traditional scopes to clients as requiredConfirm Deductible,



Inspection/Estimation Fee, and Interim Invoice requirements and request invoice creation/submissionAssigning gatekeeper for estimating once all info is collectedReview "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 PSAReview 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-tradesTrack sub-trade quotes and follow-up to ensure timely submission – Notify PM when all sub-quotes received for quoting purposesCreate/format & send traditional quotes and/or scopes to clientsCollect/send information to estimating team to prepare/revise estimatesFollow up on questions from the estimating team, and ensure timely PM approval/uploadEnter, coordinate, maintain, and communicate job schedulesMaintain property access and contact information in PSAIssue and track all work ordersFile management (PSA) – Save in-coming attachments, ensure proper uploading and labelling in PSAMaintain 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 PSAFollow up with NR loss list and disposal authorizationFacilitate with new subtrade set upRequest Cost TransfersWIP report managementUpdates/uploads to XA or Symbility as requiredReview/Sign/Submit Site Supervisor timesheetsRead & respond to emails as requiredGeneral Release FormsCoordinate disposal of non-restorable contentComplete 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 SafetyEnsure that self and others adhere to Canstar's health and safety practices and proceduresEnsure good housekeeping is kept to perform work safely and efficientlyUnderstand safety policies and protocolsEnsure that self and others on site are wearing all required PPE, when requiredWho 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 significant 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 minuteExceptional customer service and interpersonal skillsAbility to multi-task in a fast-paced environment and prioritize in an ever changing environmentAbility to resolve conflict, prioritize and remain calm in high-stress situationsAbility 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 completionAbility 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 judgementQualifications and Experience3-5 years of experience in a fast-paced administrative role is essential3-5 years of experience working in either construction, restoration, property management/strata or insurance preferredThe ability to accurately type 40 words per minuteStrong administrative and clerical skillsAbility to multitask and prioritize in an ever-changing environmentWorking ConditionsMonday – Friday, day-time hours 8:00 am to 4:30 pm. Occasional overtime is requiredPerks of working for Canstar...Extended health and dentalbenefitsfor you and your familyGreat companycultureandcareeradvancementopportunitiesIndustry-related Tuition Reimbursement (50% - 100% of tuition costs!)

📌 Project Administrator (Penticton)
🏢 Canstar Restorations
📍 Penticton