About the Prospect

Top Dawg Roofing is a growing Calgary-based roofing and exterior restoration company looking for a highly organized, motivated, and tech-savvy individual to join our team as a Project Coordinator / Administrative Assistant.

This is a versatile position for someone who enjoys variety, takes initiative, and is comfortable juggling multiple responsibilities in a busy construction office.

You will work closely with our General Manager, Project Manager, and sales team to support day-to-day operations, maintain accurate project information, coordinate administrative tasks, and help improve the systems and processes that keep our company running efficiently.

We are looking for more than someone to answer phones or complete basic administrative tasks. We want someone who can take ownership of responsibilities, identify opportunities for improvement, and grow with our company.

Key Responsibilities

Office Administration & Communication

- Manage and organize incoming emails, invoices, and project-related correspondence.
- Help ensure important emails, requests, and outstanding items are addressed promptly.
- Maintain organized electronic files, records, and project documentation.
- Assist management with daily administrative and operational tasks.
- Communicate with suppliers, subcontractors, customers, and internal team members.

Invoice Processing & Accounting Support

- Receive, review, and organize supplier and subcontractor invoices.
- Verify invoices against purchase orders, work completed, and project information.
- Identify discrepancies and obtain clarification when required.
- Enter and submit invoices into QuickBooks for management review and approval.
- Ensure expenses are allocated to the correct projects.
- Assist with tracking outstanding invoices and maintaining accurate job costing information.

Project Coordination

- Support the Project Manager with scheduling and coordination of active construction projects.
- Help coordinate subcontractors, suppliers, and project timelines.




- Monitor upcoming projects and assist with ensuring required documentation and information are complete.
- Prepare work orders and assist with material orders as required.
- Follow up on outstanding project information, selections, and scheduling requirements.
- Help keep projects moving efficiently from approval through completion.

JobNimbus & Workflow Management

- Maintain accurate and up-to-date project information in JobNimbus CRM.
- Monitor job statuses, tasks, notes, and project documentation.
- Assist with improving JobNimbus workflows, templates, and automations.
- Identify opportunities to streamline repetitive administrative processes.
- Help integrate and improve how our software systems work together.
- Support management with implementing new systems and operational procedures.

Estimating & Insurance Support

- Assist with organizing insurance claim documentation, estimates, and project information.
- Help coordinate communication and documentation relating to insurance claims.
- Opportunity to learn Xactimate estimating software for exterior restoration projects.
- Previous estimating or insurance restoration experience is considered an asset but is not required.

Qualifications

- Previous experience in administration, project coordination, construction administration, or a similar role.
- Strong organizational skills with the ability to manage multiple tasks and competing priorities.
- Excellent computer skills and confidence learning new software.
- Strong attention to detail, particularly when reviewing invoices and project documentation.
- Comfortable working with email, spreadsheets, and cloud-based business software.
- Ability to work independently, take initiative, and solve problems.
- Clear and professional communication skills.




- Experience with QuickBooks Online is an asset.
- Experience with JobNimbus or other construction CRM/project management software is an asset.
- Construction, roofing, exterior restoration, or insurance industry experience is an asset.
- Familiarity with workflow automation, AI tools, or software integrations is an asset.
- Willingness to learn Xactimate estimating software.

You do not need to know everything on day one. We value strong organizational skills, a willingness to learn, and the ability to take initiative.

Who We’re Looking For

Our ideal candidate is someone who:

- Enjoys working in a fast-paced environment where every day is different.
- Is naturally organized and pays attention to the small details.
- Likes technology and finding better, more efficient ways to complete tasks.
- Doesn’t need constant direction to stay productive.
- Can prioritize responsibilities and follow tasks through to completion.
- Is comfortable asking questions and learning current systems.
- Takes pride in keeping projects, information, and processes organized.
- Wants to grow professionally as the company continues to expand.

What We Offer

- Full-time, permanent employment.
- Starting compensation of approximately $22.00 per hour, depending on experience.
- Consistent, office-based work in Calgary.
- Hands-on training with construction management and estimating software.
- Opportunity to develop skills in project coordination, estimating, accounting administration, and workflow automation.
- A varied role with opportunities for increased responsibility as the company grows.

Work Schedule Monday to Friday | 8:30 AM – 5:00 PM

This is a full-time, in-office position in Calgary. Remote or hybrid work is not available.

If you’re organized, comfortable with technology, enjoy keeping things running smoothly, and want to build a career with a growing construction company, we’d like to hear from you.

Pay: From $22.00 per hour

Expected hours: 40.0 per week

Work Location: In person

📌 Project Coordinator / Administrative Assistant – Construction (Calgary)
🏢 Top Dawg Roofing
📍 Calgary