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We have partnered with a well-established local mechanical contractor (residential construction) to support them in hiring for their next Construction Admin Assistant.

Job ID: 43305

Job Type: Direct Hire

Category: Administration

Location: Calgary, Alberta

Work Model: In-Office

Are you an organized and personable administrative professional who enjoys keeping things running smoothly behind the scenes? Our client, a well-established mechanical services company in Calgary, is looking for a Construction Admin Assistant to join their team on a full-time, long-term basis.

Supporting the plumbing and HVAC departments, you will play an important role in coordinating day-to-day administrative activities, maintaining accurate project records, and helping keep jobs moving efficiently from the office. This is a great opportunity for someone who understands the trades environment and enjoys being part of a busy, cooperative team.

The ideal candidate is approachable, easygoing, and naturally engaging, with the organizational skills and adaptability to manage competing priorities in a fast-paced setting. If you enjoy connecting with people, take pride in staying organized, and can bring a positive attitude to a busy team, we would love to hear from you!

Duties and Responsibilities:

The key job functions are:

- Provide day-to-day administrative support to the plumbing and Heating, Ventilation, and Air Conditioning (HVAC) departments, including managing incoming calls, emails, and general correspondence.
- Establish, organize, and maintain project files, ensuring documentation is accurate,



accessible, and up to date.
- Assist with administrative processing related to purchase orders (POs), invoicing, and project documentation.
- Coordinate municipal permit applications and track approvals to support project timelines.
- Liaise with suppliers, vendors, and subcontractors to coordinate materials, information, and service requirements.
- Respond to client and internal inquiries, helping coordinate appointments, follow-ups, and general project communication.
- Maintain accurate databases, spreadsheets, and electronic filing systems.
- Complete high-volume data entry and administrative updates while maintaining strong attention to detail.
- Assist with general departmental coordination and administrative tasks as operational needs arise.

Education:

- Post-secondary education in business administration, office administration, or a related discipline is considered an asset.

Qualifications:

- Working knowledge of the plumbing and/or HVAC trades environment.
- Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.

Experience:

- Minimum 3 years of administrative experience in a busy office environment.
- At least 1 year of experience supporting a plumbing and/or HVAC business or department.
- Exposure to residential construction or new home building processes would be a strong asset.




- Previous experience coordinating vendors, contractors, permits, or project documentation is beneficial.

Skills:

- Organization: Strong organizational abilities with the capacity to manage multiple priorities and keep administrative processes on track.
- Attention to Detail: A high level of accuracy when handling data entry, documentation, invoicing, and project records.
- Communication: Approachable and personable, with confidence communicating professionally with clients, vendors, contractors, and internal team members.
- Adaptability: Comfortable working in a fast-paced environment where priorities and daily demands can shift.
- Teamwork: An easygoing, positive, and collaborative personality that contributes to a welcoming team environment.
- Time Management: Able to manage competing deadlines while maintaining consistency and follow-through.

Base Salary: $25.00 – $27.00 per hour

- Compensation will be determined based on relevant experience and qualifications.
- Full-time, long-term employment opportunity.
- Health and dental benefits.
- Matching Registered Retirement Savings Plan (RRSP) program.

Work Hours:

- Full-time, 40 hours per week.
- Monday – Friday.
- 8:00AM – 4:00PM.

Additional Notes:

- This chance does not include relocation. It will be the responsibility of the candidate should relocation be required.
- All applicants must be authorized to work in Canada to be considered for employment.

Pay: $25.00-$27.00 per hour

Expected hours: 40.0 per week

Benefits:

- Dental care
- Extended health care
- Paid time off
- RRSP match

Experience:

- Administrative: 3 years (required)
- Plumbing/HVAC Industry: 1 year (required)

Work Location: In person

📌 Construction Administrator (Calgary)
🏢 About Staffing
📍 Calgary