Administrative Coordinator

Company Details Company Name: ICE Improvements

Industry: Construction

Location: Vaughan

Employment Details Working Hours: 9am to 5pm Monday to Friday

Summary Of Duties Maintain organized project files (contracts, permits, drawings, change orders, invoices)

Manage emails, phone calls, and general correspondence with clients and vendors

Handle incoming calls and emails with professionalism and courtesy.

Schedule jobs and maintain the Outlook Calendar

Perform clerical tasks, including data entry, document management, and proofreading.

Organize files and keep an efficient digital filing system.

Collaborate with team members to meet project deadlines

Prospecting

Organizing CEO Calendar

Track purchase orders and expenses

Social Media

Maintain cost tracking spreadsheets

Creating proposals or quotes templates

Assisting with procurement or material ordering

Preparing Invoices

Qualifications Demonstrated experience in an administrative position. (Minimum 4 years)

Strong organizational skills and ability to prioritize tasks effectively.

Friendly and professional customer service skills.

Keen attention to detail for data entry and proofreading tasks.

Ability to work independently while communicating effectively with the team.

Contracts & subcontracts

Billing & invoicing

Experience tracking project schedules and maintaining project logs

Proficient in Microsoft Office (Excel, Word, Outlook) and construction management software (e.g. Jobber)

Strong organizational skills with the ability to manage high-volume documentation and tight deadlines

Excellent written and verbal communication skills