Job Overview:

The Project Administrator will provide essential support to Project Managers (PMs) and Project Coordinators (PCs) by coordinating project documentation, safety compliance, procurement coordination, and administrative tasks to ensure projects run efficiently from start to finish. This role requires strong organization, attention to detail, and the ability to manage multiple priorities simultaneously.

The role focuses on document control, compliance submissions, project setup, procurement administration, and maintaining accurate project records to support efficient project execution.

Reporting Structure:

· Functionally reports to: Project Manager / Project Coordinator, depending on project assignment

· Formally reports to: VP, Construction

· Works closely with: Project Managers, Project Coordinators, Operations, Safety, Finance, Yard, and subcontractors/suppliers

Responsibilities:

- Receive locate request forms from PMs and process with One Call or private locators.
- Review completed locates with PMs and/or PCs for accuracy.
- Request safety documentation from subcontractors and maintain organized project folders.
- Coordinate completion of Powell’s Subcontractor Pre-Qualification forms.
- Submit Powell training records, H&S; documentation, and GC-required subcontractor pre-qualification forms to clients.
- Assist in arranging site orientations and training sessions in coordination with H&S;, PMs, and Operations.
- Compile handover binders and large-scale drawings.
- Complete handover checklists during project handover meetings.
- Compile and submit weekly safety documentation to clients.
- Collect Daily Work Reports (DWRs) from the field and transfer them into Excel Time & Material (T&M;) sheets.
- Maintain accurate yard inventory (steel, shims, spacers, steel plate, sonotube, burlap, poly).
- Issue purchase orders (POs) for supplies and consumables as needed, in coordination with the Yard team.
- Create and maintain projects in Corfix software.




- Prepare Daily Operation Summaries and Trucking Request templates.
- Prepare standard POs (e.g., fuel, bolts).
- Coordinate with Finance and PMs to track and close POs.
- Create hospital maps and other project-specific reference materials.
- Support side projects such as organizing company resource folders by removing duplicates and archiving outdated templates.
- Maintain organized project folders, document control systems, and administrative records for assigned projects.
- Assist with project setup, including creation of project files, templates, trackers, and standard administrative forms.
- Support the collection, filing, and distribution of project documentation including submittals, safety records, certifications, and internal forms.
- Assist with tracking and maintaining procurement documentation, including PO logs, supporting records, and closeout status.
- Coordinate routine administrative communication and follow-up with internal teams, subcontractors, suppliers, and clients as directed.
- Support project closeout by organizing final administrative records and ensuring required documentation is complete and properly filed.

Qualifications: · 1–3 years of experience in administration, coordination, or construction support is preferred.

· Strong organizational and time management skills.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with Corfix is an asset.

· Excellent written and verbal communication skills

· Ability to work collaboratively with multiple departments and stakeholders.

· Strong attention to detail and ability to maintain accurate records in a fast-paced construction environment.

· Experience with document control, purchase order tracking, or project administration processes is an asset.

Pay: $50,000.00-$60,000.00 per year

Benefits

- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- In office parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Project Administrator (Whitchurch-Stouffville)
🏢 Powell Foundations
📍 Whitchurch-Stouffville