Admin & HR | Junior Project Administrator - FT

About the Opportunity
Foster Heating & Cooling is seeking a motivated Junior Project Coordinator / Administrator to join our Commercial Division. This entry-level role is crucial to supporting the smooth execution of projects, primarily through administrative tasks. We’re looking for a highly organized, detail-oriented individual eager to learn about project coordination in the dynamic HVAC industry.

About Us

Founded in 1928 (over 95 years ago), Foster is the leading HVAC & mechanical contractor on Vancouver Island. We were the first company in Victoria to install and service a heat pump, which remains a core focus for us today. Our capabilities include full-service heating, cooling, refrigeration, boiler and A-Gas services, including equipment sales, design & installation, as well as a strong focus on preventative maintenance & 24-hour service. We have 40+ technicians, service 500+ commercial customers across all of Vancouver Island and pride ourselves in being a one-stop-shop for all mechanical service & maintenance requirements.

Why Join Foster Heating & Cooling?

• Competitive Compensation: We provide a market-aligned compensation package with health benefits and access to industry-related educational opportunities.
• Career Growth: We are a growth-oriented company offering opportunities to advance within a large team. Our rich history and continued expansion make us a great place to build a long-term career.
• Positive Work Environment: Our team thrives on collaboration, hard work, and fun, enjoying regular social events and a supportive company culture.

Key Responsibilities

• Provide comprehensive administrative support to Project Managers and the Commercial team.
• Assist with scheduling meetings, site visits, and managing project timelines.
• Prepare and organize project documentation, including contracts, work orders, and change orders.
• Track and update project schedules to ensure deadlines are consistently met.
• Maintain and organize both electronic and hard-copy project files.
• Support procurement activities, such as ordering and tracking materials and equipment.
• Collaborate with the accounting team to manage progress billing and fulfill administrative requirements.
• Perform general office duties, including data entry, filing, and job file management.

Qualifications & Requirements

• High school diploma or equivalent; post-secondary education in Business Administration, Project Management, or a related field is an asset.
• Prior experience in an administrative or support role, ideally in construction, HVAC, or a related industry, is preferred.
• Exceptional organizational skills and a keen eye for detail.
• Strong communication and interpersonal abilities.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with project management software or scheduling tools is a plus.
• Enthusiastic about learning and developing within the role.

Position Details

• Number of Positions: 1
• Reporting To: Commercial Construction Manager
• Location: In-person at our Victoria office
• Start Date: As soon as possible
• Work Authorization: Must be legally eligible to work in Canada