Project Manager Assistant

About Us

Pro-Claim Calgary Restoration exists to restore lives, the planet, and communities.

When disaster strikes, we’re the ones who step in to help people get back to where they belong—home. What we do truly matters, and every role at Pro-Claim Calgary plays a part in making that happen.

As part of the Pro-Claim Group, we’re setting a new standard in the restoration industry by leading with sustainability, innovation, and an unwavering commitment to customer care. Our approach isn’t just about rebuilding; it’s about doing what’s right for people and the planet.

What makes us different? We put our employees first.

From providing meaningful growth opportunities to ensuring our team feels valued, heard, and supported—we believe that when our people thrive, our customers and communities do too. Whether it’s our focus on sustainability, a culture of teamwork, or simply making sure that coming to work is something you actually enjoy, we do things differently here.

If you’re looking for a workplace where you can grow, make an impact, and be part of something bigger, we’d love to hear from you.

Want to learn more before taking that first step? Check us out at https://www.proclaimyyc.ca

The Project Administrator (PA) works directly with the Project Manager. This position focuses on introductory customer contacts, managing, creating job files, providing updates, and maintaining accurate information on working files while providing excellent customer service to our clients. While growing with the team, you will be consistently learning and working with our estimating software, Xactimate, and our project management software, Restorify and Encircle, and generating invoices. The PA is also responsible for scheduling and dispatching the team, assuring that all proper paperwork used by technicians is in place, and assisting the Project Coordinator on a daily basis.

Why You'll Love This Job

·      Impactful Work: Be the face of a purpose-driven company that’s helping people rebuild their lives and communities.

·      Strong Team Culture: Join a collaborative, respectful workplace where your contributions are valued.

·      Skill Development: Grow your administrative, communication, and problem-solving skills in a fast-paced, supportive environment.

·      Professional Growth: Gain exposure to operations, project management, and office management - great stepping stones for future advancement.

·      Positive Environment: Enjoy a clean, organized, and welcoming workspace that you help maintain.

• Opening and creating new jobs on Restorify and Encircle, and managing and creating our internal e-files.
• Contacting customers and homeowners to gain and pass on job information.
• Contacting and updating all stakeholders on insurance claims.
• Ensuring all required job documentation is uploaded in a timely manner to the insurance portals for insurance claims.
• Maintaining scorecards and KPI’s.
• Weekly production meetings with project management teams to ensure file status accuracy.
• Performing customer satisfaction inquiries upon job completion and following up with homeowners to collect “nice job” reviews.
• Scheduling and dispatching technicians and sub-trades.
• Ensuring all forms and documents needed by our field team are stocked and accessible at all times.
• Handling incoming and outgoing calls.
• Managing all job-related documents in the office for each Project Coordinator's related jobs and files.
• Working with our estimating software (Xactimate) to enter sketches, scopes, and create estimates, and our project management software, Encircle.
• Reviewing and completing tasks in Encircle.
• Adding and tracking notes in Encircle.
• Creating final invoices, WDIRs, and FISTs, along with typing, editing, and formatting scopes and estimates.
• Liaising with the Flooring Specialists to set up appointments and incorporate information on the scope of repairs.
• Being able to multitask between different tasks in a high-pressure environment.
• Having the flexibility to deal with consistent changes between duties.
• Reviewing all incoming emails, vetting/triaging, and confirming what needs to be addressed.
• Managing all incoming documents for every job relating to Asbestos, Lead, and Mould results.
• Being open to assist with any additional task related to the coordination of jobs, including ordering materials and organizing equipment.
• Accounts payable and receivable support.
• Approving timecards for field staff.
• Completing cheque requests and incident reports.

• Proficient with all Microsoft Office programs (Excel, Word, PowerPoint, and Outlook).
• Great interpersonal and communication skills.
• Customer service experience preferred.
• Construction and/or Restoration experience is an asset.
• Administrative or Office experience is an asset.
• A minimum of 30 post-secondary school credits is considered an asset.
• Scheduling and dispatching experience is preferred.
• A high school diploma or equivalent.
• Being punctual and keen to learn is essential to the role.
• You must be a team player who is willing to go above and beyond to help your team.

After completing your probation period of three months, some of the benefits we offer include:

• FREE Extended Health and Dental Benefits!
• Tuition Reimbursement.
• $500.00 per year for each paramedical service we offer (i.e., massage therapy, physiotherapy, chiropractor).
• $750.00 per year for Mental Health-related services, such as clinical psychologists, registered clinical counsellors, etc.
• An additional $500.00 per year for single plans and $1000.00 per year for family plans via our Health Care Spending Account to put towards your extended health and dental benefits.

Compensation

• Salary: $45,000.00 - $60,000.00 per annum (based on experience)

We are a family-orientated and flexible work environment. If you want to have friends where you work, then look no further – you’ve found your home. We want our staff to do well, both in the workplace and in their personal life; our management team we’ll help you achieve your goals, both professionally and personally. Pro-Claim Calgary supports career advancements and continuous training!

Applicants must be legally authorized to Work in Canada

We thank all candidates for their interest; however, only shortlisted candidates will be contacted.

If you need any accommodations for your interview, please email HR@pcgroup.ca as early as possible before your interview. Providing advance notice and details will help us make the necessary arrangements to support you.