The incumbent supports project execution by maintaining accurate records, coordinating meetings and communications, and assisting with planning, monitoring, and reporting activities to ensure project requirements and contractual commitments are met and properly documented within company records.

The Project

Administrator works closely with the Integrated Project Team (IPT), Davie functional teams, and internal and external stakeholders to support efficient project execution. More specifically, you will:

- Collaborate with the Document Control department to ensure sensitive project documentation is handled and stored in accordance with company standards.
- Prepare, format, and organize DWP/project documentation, including deliverables, procedures, change requests/change orders, instructions, and meeting minutes.
- Maintain accurate and comprehensive project correspondence and records; scan, file, and archive documents as required.
- Maintain tracking logs for the assigned DWP, including commitments, deliverables, action items, and responses (e.g., contributions related to Requests for Information (RFIs) and Requests for Proposal (RFPs), where applicable).
- Assist in maintaining project/DWP organizational charts and stakeholder/contact lists as required.
- Ensure internal control systems and standard templates are used throughout all phases of the DWP in accordance with company standards.
- Provide regular status updates to the Project Manager and Program Coordinator (e.g., actions, decisions, deliverables) to support project tracking and reporting.
- Organize and maintain DWP/project information repositories (e.g., SharePoint, M-Files) to ensure efficient access and traceability.
- Facilitate the effective use of Microsoft Teams for DWP collaboration, including channel and file organization, as well as meeting logistics.




- Support action and task tracking activities using Microsoft Planner (or an equivalent tool) for the assigned DWP.
- Assist the assigned Project Manager and Program Coordinator, as required, with administrative coordination related to cost tracking, scheduling, standards/specifications, company policies and procedures, and applicable contractual requirements.
- Perform other duties as assigned from time to time by members of the Program/Project Management Team.
- Coordinate site/building access as required for personnel visiting or joining the CDCI.
- Coordinate estimating activities for ad hoc ship repair projects.
- Schedule, coordinate, support, and attend program/project meetings as directed and, when required, prepare meeting minutes and track action items.
- Arrange catering services for program- or project-related events, as required.
- Manage the Project Manager’s calendar to avoid scheduling conflicts and ensure dedicated focus time is reserved.
- Coordinate visitor onboarding, PPE issuance, and safety training for current subcontractors.
- Provide day-to-day administrative support to the assigned Project Manager to enable effective planning, coordination, and execution of the DWP.
- Coordinate with IPT members and functional teams to facilitate the timely flow of information, task follow-up, and issue escalation in accordance with the direction of the Project Manager and Program Coordinator.
- Identify situations requiring prompt decision-making, maintain communication with key stakeholders,



and help remove administrative barriers to support uninterrupted DWP activities.

Qualifications:

- College diploma (DEC) in Administration, Office Technology, or a related field, or an equivalent combination of education and experience.
- Minimum of 2 to 5 years of experience in an administrative support or coordination role.
- Strong organizational, prioritization, and time management skills, with the ability to meet deadlines.
- Advanced proficiency with the Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
- Advanced proficiency in both French and English, spoken and written, due to the nature of the role and the requirement to communicate with bilingual internal and external stakeholders.
- High level of accuracy, attention to detail, and ability to handle confidential information with discretion.
- Ability to work independently while collaborating effectively with multiple teams.
- Excellent customer service and interpersonal skills.
- Experience in an industrial, manufacturing, or marine environment is considered an asset.
- Knowledge of ERP systems (Oracle, SAP, or equivalent) is considered an asset.
- Ability to manage multiple priorities and projects simultaneously in a fast-paced environment.

Founded in 1825, Davie is Canada’s largest shipyard. We build and repair specialized, essential vessels for government and commercial clients. Working at Davie means embracing vast possibilities every day and taking part in an adventure where every project leads to something monumental. It’s about tackling big challenges with creativity, determination, and passion.

There’s a real sense of pride in being part of the Davie team. It’s not just about delivering major projects—it’s about innovation and pushing boundaries to accomplish something truly remarkable.

At Davie, we forge the monumental!

📌 Program Coordinator (Levis)
🏢 Davie
📍 Levis