Project Administrator – Remediation

Position Overview

YORK1 is seeking a detail-oriented and organized Project Administrator to provide administrative and documentation support to remediation and construction projects in Ontario and British Columbia.

The Project Administrator will support Project Managers and project teams by maintaining accurate project records, organizing documentation, processing invoices, tracking project information, coordinating meetings, and assisting with general project administration throughout the project lifecycle.

This role is well suited for someone with strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks in a fast-paced project environment. The successful candidate will help ensure project documentation is accurate, information is readily accessible, and administrative processes are completed efficiently and within established timelines.

Key Functions & Duties

Responsibilities of this position include, but are not limited to:

- Provide day-to-day administrative support to Project Managers and project teams.
- Work with MS Excel to track costs and prepare invoices
- Receive and input costs form operations team daily work records
- Assist in obtaining quotes from vendors for services and materials
- Prepare Purchase Orders
- Review vendor invoices and compare them to the quoted prices and Purchase Orders to provide advice to project managers for approval or denial.
- Work with the project coordinators, project managers, and site operation team to collect and document project progress and cost details.
- Maintain project trackers, spreadsheets, contact lists, schedules,



and logs or change orders, submittals, RFIs and other client communication.
- Assist with monthly accruals report preparation
- Coordinate the collection and filing of documents from clients, consultants, subcontractors, suppliers, and internal departments.
- Assist with preparing documentation required for project submissions, client reporting, and regulatory or contractual requirements.
- Support timesheet collection, work-hour tracking, expense documentation, and other project administration activities as required.
- Assist with maintaining subcontractor and supplier records, including contracts, certificates, insurance documents, and other required records.
- Support project close-out activities by organizing final documentation, compiling project records, and assisting with the completion of administrative requirements.
- Ensure project information is filed consistently and maintained in accordance with company procedures and project requirements.
- Maintain confidentiality of company, employee, client, and project information.
- Uphold and adhere to YORK1 policies and procedures, including maintaining a clean and safe work environment.
- Maintain familiarity with applicable safety responsibilities and requirements, including WHMIS, Working at Heights (WAH), WSIB,



and the Occupational Health and Safety Act (OHSA).
- Perform other duties and responsibilities as assigned.

Core Competencies

Administration & Organization

- Strong ability with MS word, excel and adobe acrobat.
- Strong organizational skills and attention to detail.
- Ability to maintain accurate records, manage documentation, and keep files organized.
- Ability to prioritize administrative tasks and meet deadlines.
- Consistent follow-through on assigned responsibilities.

Communication & Collaboration

- Strong written and verbal communication skills.
- Ability to communicate professionally with Project Managers, field teams, clients, consultants, subcontractors, and suppliers.
- Ability to follow up on outstanding information and documentation in a timely manner.
- Robust teamwork and relationship-building skills.

Financial & Document Accuracy

- Strong attention to detail when reviewing invoices, purchase orders, expense records, and supporting documentation.
- Ability to identify missing information, discrepancies, and incomplete records.
- Basic understanding of project-related financial administration and recordkeeping.
- Ability to maintain accurate spreadsheets, trackers, and logs.

Accountability & Initiative

- Takes ownership of assigned administrative responsibilities.
- Demonstrates reliability, discretion, and professionalism.
- Proactively follows up on outstanding items and brings issues to the appropriate team member's attention.
- Uses sound judgment when handling confidential information.

Technology & Adaptability

- Proficiency in

📌 Project Administrator (Vaughan)
🏢 York1 Environmental Waste Solutions
📍 Vaughan