“The Voice of Canada’s Residential Construction Industry Since 1943”

Position Type: Full-Time Contract (3 years) – Hybrid

Salary: $60,000–$75,000, commensurate with qualifications and experience

Job Location: National Office - 141 Laurier Avenue West, Ottawa

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 robust 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 strong 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 elevate 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

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, ener

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