Our client is an established construction contractor with a long track record in the Greater Toronto Area. Known for technical, detail-driven work and a steady project pipeline, they've built a reputation for doing complex jobs right, with a close-knit team where people take real ownership of their work.

We're looking for a Project Administrator to run the administrative and financial engine behind their projects. Working closely with the owner and project managers, you'll own everything from job setup and cost tracking to billing, documentation, and compliance. This is a hands-on, high-ownership role for someone who keeps every project on budget, on schedule, and fully documented in a rapid-paced, project-driven environment.

To be clear on scope, this is not a bookkeeping or accounting position. An external accountant handles reconciliations, month-end close, and financial statements. Your job is the operational side: job costing, purchase orders, subcontractor bills, client invoicing, and project documentation - need to be genuinely strong in QuickBooks, not just familiar with it. You'll be the person everyone comes to when they need to know what a job has cost so far or where a document went.

What You'll Do:

Project Setup and Job Costing

- Set up each new project in QuickBooks and maintain it through completion
- Code and allocate all costs (materials, subcontractors, equipment, labour) to the correct project
- Track budget vs. actual and flag jobs drifting before they become a problem
- Produce project profitability reports for the owner and PMs
- Maintain estimates, change orders, and revised budgets as scopes shift

Purchasing and Payables

- Issue and track purchase orders to suppliers (concrete, rebar, shoring, disposal, equipment rental)
- Receive, verify, and enter subcontractor and supplier invoices against POs and contracts




- Manage the payables calendar and prepare payment runs for approval
- Chase down missing documentation before it holds up a payment

Billing and Receivables

- Prepare and issue progress invoices and draw requests to clients
- Track holdback in line with Ontario's Construction Act requirements
- Monitor aging receivables and follow up on outstanding balances
- Support prompt-payment timelines on both the receivable and payable sides

Project Documentation and Compliance

- Own the project filing system (contracts, engineered drawings, permits, inspection reports, change orders, site photos, correspondence)
- Collect and track subcontractor compliance documents: WSIB clearance certificates, certificates of insurance, signed agreements
- Track permit applications and inspection scheduling with the City of Toronto
- Keep close-out documentation complete

Office Operations

- First point of contact for phone, email, and walk-in inquiries
- Order office and site supplies and coordinate with vendors
- Support onboarding paperwork for new hires
- Assist with payroll data collection (timesheets, hours allocation by job)

What You Need

- 3+ years in an administrative, project coordination, or office management role. Construction, trades, or a project-based business is required.
- Strong, hands-on QuickBooks skills, specifically job costing / project tracking, purchase orders, and A/P, A/R workflows. You should be able to set up a project and produce a cost report without being walked through it.
- Solid Excel. You're comfortable building and maintaining a tracking sheet.
- Genuinely organized. This role exists because things go missing, and you need to be the person who ensures they don't.
- Clear, professional written and verbal communication. You'll deal with homeowners, subs, suppliers, and inspectors.
- Comfortable working independently and managing competing priorities without daily direction
- Legally entitled to work in Canada

📌 Project Administrator - Jagger (Brossard)
🏢 Jagger
📍 Brossard