Job Summary
Reporting to the Construction Manager, the Project Administrator provides administrative and coordination support to Project Managers and Construction leadership to ensure successful project execution from project award through closeout. This position is responsible for project documentation, client and subcontractor administration, reporting, job setup, change management tracking, quality documentation, and project records management.
The Project Administrator also supports workforce mobilization and onboarding activities during peak construction seasons, including site access requirements, orientation coordination, training verification, and drug and alcohol testing administration.
Working closely with the Construction Administrator and HSE Administrator, this role promotes consistent administrative processes across project delivery, workforce management, and safety compliance.
Key Responsibilities
Project Administration & Coordination
- Provide administrative support to Project Managers throughout the project lifecycle.
- Establish and maintain project files, job binders, document registers, and electronic records.
- Assist with project setup, client documentation requirements, and contract administration.
- Track project deliverables, action items, and milestones.
- Coordinate project meetings and maintain meeting minutes and action logs.
- Prepare and distribute project correspondence, transmittals, and reports.
- Assist with project closeout documentation and turnover packages.
Document Control
- Maintain project documents in accordance with company and client requirements.
- Manage revisions and ensure current versions of drawings, specifications, procedures, and project documents are available to project teams.
- Track incoming and outgoing project documentation.
- Support retention and archiving completed project records.
Change Management & Cost Tracking Support
- Assist Project Managers in tracking change orders, RFIs, field extras, and client requests.
- Maintain logs for labour, equipment, and material records.
- Support the preparation and tracking of project billing documentation and supporting records.
- Assist with compiling project performance reports and dashboards.
Quality & Project Records
- Maintain project quality records including NCRs, CARs, inspections, turnover documentation, and customer feedback records.
- Assist with tracking quality-related action items to completion.
- Support project audits and client reviews.
- Ensure project records remain organized, complete, and audit ready.
Client & Subcontractor Support
- Coordinate subcontract documentation, insurance certificates, and required compliance documents.
- Assist in maintaining Master Service Agreements and client-specific documentation requirements.
- Support project teams with client onboarding and compliance requirements.
- Coordinate travel arrangements and logistics as required.
Construction Administration Support
- Assist Construction Administration during peak mobilization periods.
- Coordinate site access requirements and client onboarding activities.
- Schedule pre-employment and pre-access drug and alcohol testing.
- Verify employee training, certifications, and site-specific requirements.
- Support workforce dispatch tracking and personnel mobilization activities.
- Assist with orientation scheduling and onboarding documentation.
Team Administration & Cross-Functional Support
- Provide backup support to Construction and HSE Administration functions during vacations, absences, or periods of high workload.
- Support record management and reporting activities across Project, Construction, and HSE teams.
- Assist with process improvement initiatives and standardization of administrative workflows.
- Support implementation and maintenance of forms and workflows within UKG and other business systems.
Travel Requirements
Travel may be required based on project demands and business needs. This travel may involve assignments at project sites throughout Canada and, in some cases, may require extended stays under rotational schedules of up to three (3) weeks working on-site followed by one (1) week off. Such travel requirements will be project-specific and are not expected to be a regular or ongoing component of the position.
Qualifications
- 3+ years of experience in project administration, construction administration, document control, or a related role.
- Preferred education: post-secondary education in Business Administration, Project Management, Construction Management, or a related discipline preferred.
- Strong proficiency with Microsoft Office, particularly Excel, Word, Teams, and SharePoint.
- Experience with ERP, project management, and document management systems is considered an asset.
- Experience using UKG is considered an asset.
- Excellent organizational and time-management skills.
- Strong attention to detail and commitment to accuracy.
- Ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills.
- Understanding of construction project delivery processes is preferred.
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
