Project Administrator - Utility Construction

POSITION SUMMARY

The Project Administrator provides coordination and documentation support to ensure the efficient delivery of major utility construction projects. Operating within the project delivery team, this role maintains accuracy, organization, and compliance across all project records, including onboarding, financial documentation, and project reporting.

The Project Administrator acts as the administrative backbone of the field and office interface — ensuring that safety, payroll, quality, and project documentation requirements are maintained. This position requires a strong understanding of construction documentation protocols, exceptional attention to detail, and the ability to work collaboratively in a fast-paced project environment.

CORE RESPONSIBILITIES

Project Documentation & Administration

• Maintain organized project files, correspondence, and transmittals in accordance with project document-control requirements.
• Support onboarding and credential verification for site personnel and subcontractors.
• Prepare weekly progress and cost-tracking reports in collaboration with project controls.
• Coordinate with payroll and finance teams to process timesheets, purchase orders, and invoices.

Compliance & Record Management

• Track and maintain training, safety, and inspection documentation.
• Ensure required permits, drawings, and quality documentation are accessible and maintained for project requirements and audits.
• Maintain confidentiality and data integrity across project systems (Viewpoint, Procore, SharePoint).

Project Support & Communication

• Assist Project Managers and Coordinators with meeting scheduling, minutes, and action tracking.
• Liaise with field supervision, project teams, and Shared Services to support timely information flow.
• Provide administrative support for project reporting, workforce documentation, and training records.

Collaboration & Continuous Improvement

• Work safely and contribute to safety improvement initiatives.
• Support continuous improvement of project administration processes and procedures.

ESSENTIAL REQUIREMENTS

Education & Experience

• Diploma in Business Administration, Construction Administration, or related field.
• 2–4 years of administrative experience within construction, utilities, infrastructure, or EPC environments.
• Experience supporting major projects or field-based construction teams considered an asset.

Skills & Abilities

• Proficient in Microsoft Office, Adobe Acrobat, and construction/project management platforms (Viewpoint, Procore, SharePoint).
• Strong attention to detail, organization, and confidentiality.
• Knowledge of construction documentation processes, safety requirements, and basic project workflows.
• Valid Ontario Class G driver’s licence.