Production Administrator

Role Summary

Company: Activa

Job Title: Production Administrator

Job Type: Full-Time, Permanent

Reports To: Contracts Manager

Location: Waterloo, Ontario

Reporting to the Contracts Manager, the Production Administrator is primarily responsible for entering and managing Subcontractor Contract Pricing, and Unit Rate Pricing in our system, Subcontractor allocation throughout our community’s, and other administrative duties aligned with the responsibilities as noted above.

Key Responsibilities

  • Entering and updating Subcontractor Contract pricing in ERP system, including setting up primary vendors by Community, as dictated by Contracts awarded.
  • Entering and updating Unit Rate and Option pricing in ERP system, on an as needed basis (Unit Rate), or as requested by Estimating.
  • Requesting and managing the Unit Rate pricing provided by trades. Ensure price sheets are up to date and accurate and reflect what is entered in ERP system.
  • Prepare price comparisons for the Contracts Manager based on new and/or revised Bid Rate Pricing submitted by Subcontractors.
  • Energy Star and Net Zero Ready enrollment by lot and uploading certification in ERP system when received.
  • Verify any discrepancies between WO (Work Order) and Subcontractor pricing.
  • Provide, upon request, Dig Schedule, Framing, and Closings to trades.
  • New Subcontractor / Replacement Subcontractors setup in ERP system. Request New Subcontractor information form and standard documentation, including WSIB, Certificate of Liability Insurance, and any other documentation on an as needed basis.
  • Coordinate information for Trades/Suppliers to ensure rebates are received where applicable.
  • Other duties as assigned within the spirit and scope of the role.


  • Minimum 1-2 years of experience in administration, within residential home building industry
  • Post-secondary education in Construction, Estimating, or a related discipline
  • Experience with Microsoft Office with strong focus in Excel
  • Experience with ERP system considered an asset
  • General understanding of home construction, current OBC building code, contracts and terminology, and architectural plans

Personal Attributes

  • Excellent interpersonal skills; able to build relationships with outside contractors
  • Strong analytical skills.
  • Strong organization skills
  • Strong written and verbal communication skills

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    Activa is committed to creating an inclusive environment for all individuals. We support the goals of the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation throughout the recruitment process please contact our Human Resources department.

    If you are self-motivated and are looking for an opportunity to expand your career in a dynamic and enthusiastic environment, you are invited to submit your resume to We appreciate your interest, however only qualified candidates will be contacted. For more information on our company visit