Administrative Assistant, Real Estate Projects

As an Administrative Assistant, Real Estate Projects, you play a key role in supporting the successful delivery of real estate and facilities projects across BCAA. Working closely with the Real Estate Projects team, you provide administrative and project coordination support, maintain project documentation, assist with project tracking, and help facilitate communication with internal stakeholders and external partners. Your contributions help ensure projects are delivered efficiently and effectively while supporting BCAA's operational goals. 

This is a temporary full-time opportunity with a 12-month term. 

Who you are: 

• You are highly organized, detail-oriented, and able to effectively manage multiple priorities in a fast-paced environment.  

• You have strong written and verbal communication skills and can build positive relationships with internal and external stakeholders.  

• You enjoy working collaboratively across teams and contribute to a positive, customer-focused environment.  

• You apply structured thinking and sound judgment to solve problems, identify opportunities for improvement, and support effective decision-making.  

• You are passionate about delivering exceptional service and creating positive experiences for both internal and external customers.  

• You maintain a high level of accuracy and attention to detail in your work.  

• You exercise discretion and professionalism when handling confidential and sensitive information.  

• You have demonstrated experience managing competing priorities, organizing workloads, and meeting deadlines.  

• You are resourceful, adaptable, and able to make informed decisions with confidence. 

What you’ll do:  

• Provide administrative and project coordination support to the Real Estate Projects team, helping to ensure projects are delivered efficiently and effectively.  

• Support the coordination of activities across multiple real estate project streams and assist with project tracking and reporting.  

• Create and submit funding requests, process invoices, and prepare purchase orders.  

• Support communication between project stakeholders, including internal teams, external partners, and vendors.  

• Assist with the preparation of project updates, communications, presentations, and other project-related materials.  

• Schedule, coordinate, and support project meetings, including preparing agendas, recording meeting minutes, and tracking action items and follow-ups.  

• Organize, maintain, and update project documentation to ensure records are accurate, accessible, and aligned with established processes.  

• Maintain project records, including schedules, contracts, deliverables, commitments, and related documentation.  

• Support operational activities related to real estate projects, including signage coordination, furniture tracking, service requests, and other project-related tasks.  

• Assist with vendor coordination and monitor deliverables, installations, and site updates.  

• Support space planning activities through documentation management and coordination of project requirements.  

• Maintain organized records of floor plans, project files, photos, and other key project information.  

• Respond to inquiries and provide day-to-day administrative support to the Real Estate Projects team.  

• Contribute to continuous improvement initiatives by supporting process documentation, tracking observations, and identifying opportunities to enhance team effectiveness. 

What you bring: 

• Grade 12 education supplemented by a certificate in Office Administration, Business Administration, Project Administration, or a related field.  

• 2 to 4 years of experience in an administrative, customer service, project coordination, or project administration role.  

• Experience providing administrative support in a fast-paced environment while managing multiple priorities and competing deadlines.  

• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.  

• Experience coordinating meetings, maintaining documentation, tracking action items, and supporting project-related activities.  

• Strong organizational skills with a proven ability to maintain accurate records and manage detailed information.  

• Experience working with internal stakeholders, external vendors, and cross-functional teams.  

• An equivalent combination of education and experience will be considered. 

The hourly range for this position is $23.36 to $29.20  and is determined via job-related knowledge, skills, experience, certifications, market demand and internal equity. In addition to base salary and BCAA benefits, this position is eligible for a performance bonus target of 5%, with the opportunity to earn up to 9%.