ABOUT THE OPPORTUNITY

CHBA’s national office is seeking a Project Administrator to join its project delivery team. The position supports a growing portfolio of national applied research and demonstration projects, including labour-force and market-transformation initiatives involving government, industry, consultants and other stakeholders across Canada.

Reporting to the Director responsible for CHBA’s applied research and project delivery portfolio, the Project Administrator is a portfolio resource providing project administration, information management, reporting support, and project controls across multiple initiatives. For assigned projects, the Administrator works under the day-to-day project direction of the Project Manager or designated Project Lead.

Over the next three years, CHBA expects to manage multiple national projects and programs with a combined value of approximately $6–10 million. Success in this role requires strong organization, follow-through, written communication, and an ability to maintain accurate, traceable project information across several concurrent workstreams.

Key Responsibilities

Project Administration and Controls

- Provide administrative and coordination support throughout all phases of multiple concurrent projects and programs.
- Develop, maintain and update project schedules, milestone trackers, deliverable registers, action logs, and supporting records under the direction of the Project Manager or designated Project Lead; proactively following up on routine outstanding inputs and commitments.
- Coordinate project meetings and logistics; prepare agendas and materials; record and issue minutes, decisions, and action items; and maintain full cycle accountability of the action register.
- Support stakeholder correspondence, scheduling, workshops, events and other project activities in coordination with CHBA staff and project leads.
- Process and track staff, contractor and stakeholder invoices, expense and travel claims, and in-kind contributions; resolve routine discrepancies and coordinate with CHBA Finance as required.

Reporting, Information Management, Quality Control and Finance

- Administer reporting calendars and coordinate the collection of reporting inputs from CHBA staff, consultants and project stakeholders as directed by the Project Manager or Project Lead.
- Compile information from project records, meeting materials, project-management systems, financial information and other sources; prepare solid first drafts of reports, summaries, correspondence and briefing materials for project-lead review.
- Maintain alignment between project expenses and approved budgets.
- Maintain project financial forecasts and cash-flow requirements; identify variances early and recommend corrective action.
- Responsible for transactional tracking and evidence maintenance in addition to preparation of supporting documentation for claims, audits, amendments and project close-out.
- Maintain supporting evidence and documentation required for Contribution Agreements/Contracts, funder, audit and other formal project-reporting requirements.




- Review project records and reporting inputs for completeness, consistency and traceability; identify missing information or discrepancies and escalate material issues for resolution.
- Operate and maintain established information management and project-control procedures, and recommend practical improvements to the system, including templates, workflows and quality-control processes.
- Maintain project information in SharePoint, Monday.com and/or comparable systems using established filing, naming, version-control and records-management conventions.
- Conduct regular QA/QC and reconciliation of project records, spreadsheets, project-management systems, and source documentation.

ABOUT YOU, THE CANDIDATE

Essential Requirements

Education and Experience

- Post-secondary education in administration, business, project administration, communications or a related field, or an equivalent combination of education and relevant experience.
- Minimum 3 years of recent relevant experience in project administration, project coordination, information management or a comparable role.
- Experience supporting multiple concurrent projects with significant reporting, documentation and deadline requirements.
- Asset: Experience supporting government-funded projects, Contribution Agreements, grants or other formal project-reporting environments.
- Asset: Experience in residential construction, energy, sustainability, not-for-profit or association environments.

Skills and Abilities

- Strong written communication skills and demonstrated ability to synthesize information from multiple sources into clear, concise draft documentation.
- Exceptional attention to detail, accuracy and completeness, with the judgment to recognize inconsistencies, missing information and potential errors.
- Excellent organization, time management and follow-through across competing priorities and deadlines.
- Sound judgment, initiative and problem-solving skills, including knowing when an issue should be escalated.
- Strong interpersonal skills and the ability to work professionally with internal and external stakeholders.
- High competency with Microsoft Word, Excel, Outlook, Teams and PowerPoint, experience with SharePoint and Monday.com or comparable systems, as well as online polls and surveys.
- Asset: Advanced Excel, structured data/database experience, data governance or experience improving information management systems.
- Asset: Ability to appropriately leverage generative AI and other digital productivity tools for reporting, information synthesis, data review and administrative workflows, with appropriate verification and confidentiality practices.
- Equivalent combinations of education and experience may be considered.

Team Fit





- Detail-oriented with excellent organizational and time management skills, and the ability to prioritize and handle multiple tasks and competing deadlines.
- Outstanding interpersonal and listening skills with a demonstrated ability to develop strong working relationships that encourage cooperation.
- Excellent team player, enthusiastic desire to contribute to the overall success of the CHBA and its members.
- Self-starter who thrives in an agile environment where they can be equally successful working independently as well as collaboratively in a team environment.
- CHBA operates under a hybrid work model. Some travel within Canada and occasional evening or weekend work may be required based on project activities and deadlines.

ABOUT CHBA The Canadian Home Builders’ Association (CHBA) is the national voice of Canada’s residential construction industry. CHBA is one association operating at the local, provincial and national levels, representing approximately 8,500 member companies across more than 50 constituent Home Builders’ Associations. Our membership includes home builders, renovators, land developers, trade contractors, manufacturers and suppliers, financial and professional service providers, and others supporting residential construction across Canada. Together, the industry represents significant economic activity and employment in communities nationwide.

At the national level, CHBA works with members, governments and industry partners on issues affecting housing quality, affordability and choice, including building codes, energy efficiency, housing policy, community development, business practices and professional development.

CHBA is a federal not-for-profit organization governed by a member-elected Board of Directors and supported by a multidisciplinary professional staff team.

WORKING AT CHBA NATIONAL

CHBA National offers a collaborative, professional work environment where staff work across disciplines and regularly engage with industry leaders, government, partner organizations and other stakeholders from across Canada. Employees have opportunities to contribute to nationally significant initiatives, take on new challenges, develop new skills and work both independently and collaboratively as part of a high-performing team.

CHBA’s national office is located at 141 Laurier Avenue West in downtown Ottawa, close to Parliament Hill, government offices, public transit, restaurants and other amenities. The recently renovated office includes modern meeting and collaboration spaces, videoconferencing facilities, secure bicycle storage and access to an on-site gym.

CHBA operates under a hybrid work model, with established in-office and work-from-home days. Regular hours are typically 9:00 a.m. to 5:00 p.m., Monday to Friday, with some flexibility. Some travel within Canada and occasional evening or weekend work may be required depending on project activities and deadlines.

Benefits

- Dental care
- Extended health care
- Paid time off
- RRSP match

Work Location: Hybrid remote in Ottawa, ON K1A 0R1

📌 Project Administrator (Ottawa)
🏢 Canadian Home Builders' Association (CHBA)
📍 Ottawa