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

The Project Administrator acts as the administrative backbone between the field and office, ensuring that safety, payroll, quality, and project documentation meet company and client standards. This position requires a strong understanding of construction documentation processes, 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 document transmittals in accordance with company document control procedures.
- Support onboarding and credential verification for employees, contractors, and subcontractors.
- Prepare weekly progress reports and assist with project cost tracking in collaboration with the project team.
- Coordinate with payroll and finance teams to process timesheets, purchase orders, invoices, and other project-related documentation.

Compliance & Record Management

- Track and maintain training, safety, and inspection documentation (e.g., Working at Heights, WHMIS 2015, First Aid).
- Ensure permits, drawings, specifications, and quality documentation are current, complete, and readily available for audits or project needs.
- Maintain confidentiality and data integrity within project management and document control systems (e.g., Viewpoint, Procore, SharePoint).

Project Support & Communication





- Assist Project Managers and Project Coordinators with meeting scheduling, agenda preparation, minutes, and action item tracking.
- Liaise with field personnel, clients, subcontractors, and internal departments to ensure timely communication and information flow.
- Provide administrative support for project reporting, workforce training records, and other project documentation as required.

Collaboration & Continuous Improvement

- Promote and support a strong safety culture by adhering to company policies and participating in continuous improvement initiatives.
- Contribute to process improvements that enhance project administration efficiency and documentation quality.

ESSENTIAL REQUIREMENTS

Education & Experience

- Diploma in Business Administration, Construction Administration, or a related field.
- 2–4 years of administrative experience supporting construction, industrial, utilities, energy, or infrastructure projects.
- Experience with project documentation, document control, and project administration is considered an asset.

Skills & Abilities

- Proficient in Microsoft Office Suite, Adobe Acrobat, and project management/document control platforms (e.g., Viewpoint, Procore, SharePoint).
- Excellent organizational skills with exceptional attention to detail and the ability to manage multiple priorities.
- Strong verbal and written communication skills with a collaborative, customer-focused approach.
- Knowledge of applicable occupational health and safety legislation and general construction project workflows.
- Valid Class 5/G driver's licence (or provincial equivalent). Working at Heights and WHMIS certifications are considered assets and may be required prior to site access, depending on project requirements.

📌 Project Administrator (Ontario)
🏢 Forbes Bros. Group of Companies
📍 Ontario