Construction Administrator

Construction Administrator


The Construction Administrator is responsible for communicating administrative documents and ideas to the Mechanical Project Manager. Request information from other companies and issue architect’s supplemental instructions, manage construction costs, process shop drawings, and process change orders. Coordination with clients and contractor vendors. Conduct construction progress meetings, as well as review schedules and work progress. In addition to monitoring, also actively participate in creating scheduling timelines and assisting with departmental duties. This position is also an active member of the Joint Health & Safety Committee.



  • Prepare construction quotations for Estimator
  • Ensure all quotations contain a detailed quote sheet with rough work
  • Ensure all quotations have a price & labour sign off sheet as requiredÂ
  • Update related files with outgoing quotes


  • Coordinate and prepare tender process & documentation
  • Assist Estimator with gathering quotations for tender closings
  • Monitor estimating emails for any bids/tenders


  • When successful in acquiring projects issue purchase order numbers to all suppliers and sub trades relating to project
  • Create project manuals as required
  • Create job numbers for new construction projects and oversee administration of new job files for mechanical project manager
  • Ensure all project perimeters are given to project leads and change order sheets are completed for all required changes
  • Create and maintain work on hand schedules/forecasts for construction and maintenance
  • Assist Project Manager with creating/obtaining all pre-project documents and close out documents (WSIB, Insurance, Payment Bonds, Notice of Projects, Permits, Jobsite H&S Binders, Statutory Declarations, Publications of Substantial performance, Warranty Letters, O&M Manuals, etc.)
  • Assist project manager with schedules of values for progressive billing and relay to accounting
  • Prepare all billing documents bi-weekly or monthly pertaining to individual contracts

Health & Safety

  • Lead member of the Health and safety committee
  • Host H&S meetings and prepare minutes – issue as required

Administrative tasks

  • Ensure all project managers and estimators calendars are updated with daily whereabouts
  • Create and maintain project progress inspection reports with project manager
  • Arrange for printing of engineered drawings for construction division Â
  • Maintain an ongoing list of all outstanding quotations and bids for quoting by construction
  • Prepare and maintain quote/tender list which outlines status of award
  • Support and assist the construction division as required
  • Ensure new construction employee reviews are completed (1st, 2nd, 3rd month)
  • Request Subcontractor WSIB Quarterly
  • Request Subcontractor Insurance Annually
  • Prepare and provide office manager with weekly list of bids/tenders closing
  • Prepare bi-weekly project costing
  • Prepare closeout project costing
  • Prepare bi-weekly construction/estimating report


  • Proven experience as an administrator
  • Knowledge of Construction industry
  • Solid understanding of Microsoft Office suite
  • Excellent time management skills, the ability to prioritize work, and multi-task
  • Attention to Detail and suggests ideas for problem solving
  • Completion of post-secondary education in Business Administration (or in progress)
  • 5+ years of experience as a Construction Administrator
  • Excellent written and verbal communication skills
  • Able to work well with others and independently

Thank you for applying to Cynergy Mechanical. Please note that candidates under consideration will be contacted directly. Accommodations are available on request for those that are taking part in all aspects of the recruitment / selection process.

Job Type: Contract

Required experience:

  • Construction Administration: 5 years


Please submit your resume via email or by fax to: 416-749-6667.