Project Support Administrator jobs

Position Summary

The Capital Projects Administrator plays a key role in supporting the Senior Manager – Capital Projects, the Capital Projects Team, and the Project Management Office (PMO). This position provides high-level administrative support combined with project coordination and documentation management to support the planning, execution, and delivery of capital and maintenance projects.

This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment, can manage multiple priorities, and is comfortable working with evolving digital tools and systems. The successful candidate is a self-starter with strong communication skills, a client-focused approach, and a willingness to learn and adapt to new technologies.

Key Responsibilities

Administrative Support

• Manage calendars, schedule meetings, and coordinate logistics for the Senior Manager and Capital Projects Team.
• Prepare agendas, record meeting minutes, track action items, and follow up on deliverables.
• Handle internal and external correspondence and support team communication across departments.
• Assist in preparing presentations, reports, dashboards, and executive-level documentation.
• Organize and maintain project files and records in digital systems to ensure accuracy and accessibility.
• Track tasks and action items to support overall team efficiency and workflow management.

Project Support

• Support Project Managers and Construction Supervisors with scheduling, reporting, and administrative coordination.
• Coordinate with consultants, contractors, and suppliers to support communication and documentation requirements.
• Assist with procurement processes including RFQs, purchase orders, and invoice tracking.
• Support permitting, licensing, and approval processes as required.
• Maintain project documentation including contracts, reports, and project records.
• Participate in project and safety coordination meetings as required.
• Identify opportunities to improve administrative processes and support continuous improvement within the PMO.
• Support adoption of digital tools, reporting systems, and AI-enabled platforms to improve efficiency and reporting.

Qualifications

Must Have

• 2–5 years of experience in project administration, coordination, or a related administrative role.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Professional, client-focused, and solution-oriented approach.
• Commitment to learning and adapting to new tools, systems, and technologies.

Skills

• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams, Project).
• Excellent written, verbal, and interpersonal communication skills.
• Ability and interest in learning digital project management platforms and reporting tools.

Assets (Nice to Have)

• Experience in construction, engineering, or infrastructure environments.
• Diploma or degree in Business Administration, Project Management, or related field.
• Training or certification in Project Coordination, Document Control, or Health & Safety.
• Familiarity with construction drawings, specifications, and project documentation processes.

Pay: From $60,000.00 per year

Benefits:

• Extended health care
• Paid time off
• RRSP match

Work Location: In person