Reconstruction Coordinator AssistantServiceMaster Restore of Brantford

Location: Brantford, Ontario
Department: Reconstruction
Reports to: Reconstruction Coordinator
Work setting: Primarily office based, supporting the Reconstruction Coordinator and Project Managers

Position summary

The Reconstruction Coordinator Assistant provides administrative support for reconstruction projects at ServiceMaster Restore of Brantford. The role keeps repair schedules organized, coordinates customer material selections and purchasing, tracks project budgets, maintains accurate job files, and provides timely electronic customer communication.

Working closely with the Reconstruction Coordinator and Project Managers, the Assistant follows each job from preconstruction preparation through completion and invoicing readiness. Success means that upcoming work is prepared, outstanding decisions are followed up, and the team has current information to keep projects moving.

Key responsibilitiesScheduling and project coordination

- Maintain the approved reconstruction schedule for internal repair crews, subcontractors, customer appointments, material deliveries and inspections arranged by the project team.
- Confirm trade availability, customer access, material readiness and completion of prerequisite work before scheduled activities. Flag missing approvals or other barriers to starting work.
- Maintain a two-week lookahead identifying upcoming work, labour allocations, selection deadlines, deliveries and scheduling conflicts.
- Communicate approved schedule changes promptly to affected customers, employees and subcontractors. Record the reason for changes and their effect on later activities.
- Follow up on missed appointments, delayed work and outstanding tasks. Refer priority conflicts and proposed changes to crew allocation or completion dates to the Reconstruction Coordinator.

Material selections

- Coordinate customer selections for flooring, paint, cabinetry, countertops, fixtures and other finishes within the approved scope and allowances.
- Arrange samples and supplier appointments, explain selection deadlines, and track outstanding decisions against the construction schedule and supplier lead times.
- Record exact products, colours, finishes, sizes and product codes. Obtain written customer selections and required project approvals before orders are released.
- Identify selections above the approved allowance, proposed upgrades and unavailable products. Obtain the required change, cost and payment approvals before arranging additional work or purchases.

Material ordering and delivery

- Request supplier quotes and compare approved specifications, pricing, delivery costs, availability and lead times.
- Prepare and place approved orders within delegated purchasing authority, using quantities and measurements verified by the responsible Coordinator, Project Manager or trade.
- Track order confirmations, delivery dates and delivery locations. Coordinate with the site team to confirm receipt and identify shortages, damage or incorrect items.
- Follow up on backorders, replacements, returns and supplier credits. Present substitutions for approval and promptly flag any effect on the budget or schedule.

Budget and labour tracking

- Maintain job budget trackers using the approved scope, material allowances, subcontractor commitments and internal labour allowances provided by the project team.




- Track actual costs and committed costs, including orders and subcontract work not yet invoiced, so the remaining budget is visible.
- Compare reported labour hours with approved allowances. Request missing information and flag discrepancies, low remaining allowances and potential overruns for management review.
- Match supplier invoices and receipts to approved purchase orders and delivery records. Check job coding, identify discrepancies and forward complete documentation to Accounting.
- Record approved changes and customer upgrades. Flag potential budget overruns promptly and obtain direction before further commitments outside approved limits.

Software updates and job notes

- Keep job management and scheduling software current, including job stages, dates, tasks, selections, purchase records, budget information and relevant documents.
- Enter clear, dated job notes documenting significant activity, decisions, delays and commitments. Identify the responsible person, next action and due date for outstanding items.
- Save relevant emails, portal messages, approved selections, quotes, purchase orders, change documentation, photos and completion records in the correct electronic job file.
- Monitor assigned tasks, messages and overdue items daily. Follow up with the responsible person and close tasks or advance job stages only after completion is confirmed.

Electronic customer communication

- Provide professional updates through company email, approved text messaging and customer portals regarding upcoming work, appointments, selections, deliveries and approved schedule changes.
- Send appointment confirmations and clear preparation instructions supplied by the project team. Distinguish confirmed dates from provisional plans.
- Provide a progress update at least weekly during active reconstruction, and promptly advise customers of material changes affecting their work or access arrangements.
- Acknowledge routine inquiries within one business day and follow through until answered or transferred to the appropriate person. Escalate urgent issues promptly during working hours.
- Refer technical questions, complaints, scope disputes, pricing commitments and insurance coverage questions to the appropriate Project Manager or Coordinator. Document communications and protect customer information.

Completion and invoicing readiness

- Maintain deficiency lists and follow-up appointments, recording completion only after confirmation by the responsible project or field team.
- Collect required completion documents, customer acknowledgements, warranties, receipts and approved change records. Track outstanding returns, credits and purchase documentation.
- Prepare organized files for Project Manager closeout review and Accounting invoicing. Identify missing information and follow up until the administrative requirements are complete.

Authority and accountability

The Assistant coordinates approved activities and maintains accurate project information within delegated authority. Production priorities, field supervision,



technical decisions and final project approvals remain with the Reconstruction Coordinator, Project Manager or other authorized manager.

The Assistant obtains approval for scope changes, substitutions, spending beyond approved limits, additional labour, customer concessions and revised completion commitments. Estimating prepares or revises estimates, and Accounting processes payments and invoices. The Assistant supplies complete supporting records and escalates exceptions.

Regular work expectations

Daily: Review schedules, customer messages and overdue tasks; confirm upcoming appointments and deliveries; follow up on selections and orders; enter job notes and cost information; escalate issues that may stop work.

Weekly: Review every active job with the Coordinator, refresh the two-week lookahead, check labour and budget variances, confirm material readiness, and identify stalled decisions, overdue tasks and files ready for closeout.

Monthly: Review aging open orders, outstanding supplier credits and incomplete closeout files; support cost reconciliation with Accounting; identify recurring scheduling or documentation problems and recommend practical improvements.

Performance expectations

- Schedules and job records reflect confirmed changes by the end of the business day, where practicable; unresolved items have a clear owner and next action.
- Customer inquiries receive acknowledgement within one business day, and active reconstruction customers receive at least one progress update each week.
- Every order has the required selection details, verified quantity basis and purchasing approvals documented before release.
- Material and labour concerns are flagged when identified, with timely follow-up on potential delays, cost overruns, returns and credits.
- Job files are complete and organized when submitted for closeout review, with outstanding items clearly identified.

Performance is assessed on accuracy, follow-through, communication and timely escalation. Project completion dates and overall profitability are shared team outcomes.

Qualifications and skills

- Administrative, scheduling, purchasing or project support experience; experience in restoration, construction or a trade-based business is preferred.
- Strong organization and attention to detail, with the ability to coordinate multiple jobs, deadlines and changing priorities.
- Clear, professional written communication and a patient, practical approach to customers experiencing disruption to their homes or businesses.
- Confidence using email, calendars, spreadsheets, electronic document systems and job management software, with the ability to learn new platforms.
- Comfort reviewing quotes, purchase orders, invoices, labour hours and budget variances; basic knowledge of construction sequencing and materials is an asset.
- Reliable follow-through, sound judgment about when to escalate, and discretion when handling customer, employee and financial information.

Job Type: Full time

Pay: $45,000.00-$65,000.00 per year

Benefits:

- Casual dress
- Company car
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Education:

- Secondary School (preferred)

Experience:

- Estimating: 1 year (preferred)
- Construction: 1 year (preferred)

Licence/Certification:

- IICRC Certification (preferred)

Work Location: In person

📌 Project Coordinator Assistant (Brantford)
🏢 ServiceMaster
📍 Brantford