Executive Assistant

As a Preconstruction Administrative Assistant at Pomerleau, you will play a pivotal role in supporting large scale building projects ranging from $1.5 million to over $1 billion. You will support end to end preconstruction activities, drive the coordination of bids and submissions, and ensure compliance with safety, quality, and procurement standards across the province.

This role blends administrative excellence, technical coordination, and industry awareness—ideal for someone who thrives in a fast paced, deadline driven environment and enjoys supporting complex project delivery from concept through execution. What you will do

Preconstruction Coordination:
• Support full-cycle preconstruction activities including bid coordination, submission preparation, document control, and scope review.
• Assist in preparing bid packages and client submissions in both English and French using Word, Excel, Bluebeam PDF, Procore, STACK, and PowerPoint.
• Ensure all bid requirements, forms and supporting documents are complete and compliant.
• Maintain organized project directories on internal drives and platforms.
• Track addenda, clarifications, and updates to ensure smooth coordination during fast-moving submissions.
• Review plans, specifications, and bidder instructions to prepare accurate forms and deliverables.
• Support the creation of client presentation decks, pricing binders, and technical submissions.
• Be the central point of contact for the preconstruction team, answering questions and dispatching inquiries.

Bid Management & Procurement Support:
• Actively monitor and chase new opportunities on government procurement portals and other public sector platforms.
• Open and maintain accurate project documentation and data in various platforms during project lifecycle.
• Coordinate bonding and insurance requests with internal teams.
• Manage bid closings: schedule meetings, coordinate rooms, send Outlook invitations, and ensure signatories are available.
• Assist other regional offices with bid submissions when required.

Stakeholder Communication & Coordination:
• Coordinate with subcontractors, suppliers, consultants, and public agencies throughout the preconstruction phase.
• Support relationship building efforts with owners and partners.
• Organize site visits, ensure attendance, and gather all required information.

Administrative Excellence:
• Manage document preparation, organization, archiving, and records management with exceptional attention to detail.
• Coordinate team meetings, training sessions, Lunch & Learns, and pre closure / closure activities.
• Support onboarding and administrative integration of new hires.
• Maintain weekly planning tables and circulate updates to Directors, VP Construction, General Superintendents, and Managers.
• Follow up with team members on status deliverables. Track major project deliverables, smaller task-level milestones, weekly meeting to-dos, training follow-ups, and individual action items to ensure work stays on schedule and issues are escalated early.

This role could be for you if you have

• 2 to 3 years in a similar administrative or coordination role (construction industry experience is an asset).
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Meticulous attention to detail and exceptional organizational skills.
• Ability to manage multiple deadlines and work under pressure
• Strong understanding of construction environments — ideally with exposure to building projects.
• Ability to read and interpret construction drawings, specifications, and workflows confidently.
• Knowledge of public sector procurement processes and Government bidding platforms (an asset).
• Familiarity with construction software such as CMIC, Procore, SmartUse, BuildingConnected, or similar tools.
• Strong written communication skills.
• Clear, professional communication style with stakeholders at all levels.
• Ability to work collaboratively with estimators, managers, directors, subcontractors, and clients.
• Initiative driven, takes ownership, anticipates needs, and supports the team proactively.
• Highly organized, adaptable, and able to thrive in deadline driven environments.
• Strong sense of professionalism, reliability, and teamwork.
• Bilingualism (English and French), with strong written and verbal communication skills in both official languages. • RRSP with up to 5% employer matching

• Hybrid work model for corporate roles
• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement — get to work for free
• Minimum 4 weeks of vacation from day one

For the past six years, we've proudly held the distinction of being one of Canada's Top 100 Employers. Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work. If this speaks to you, apply for this role or connect with one of our recruiters to learn how we can support you throughout the process.