Position Summary
The Capital Projects Administrator plays a key role in supporting the Senior Manager – Capital Projects, the Capital Projects Team, and the Project Management Office (PMO). This position provides high-level administrative support combined with project coordination and documentation management to support the planning, execution, and delivery of capital and maintenance projects.
This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment, can manage multiple priorities, and is comfortable working with evolving digital tools and systems. The successful candidate is a self-starter with strong communication skills, a client-focused approach, and a willingness to learn and adapt to new technologies.
Key Responsibilities
Administrative Support
- Manage calendars, schedule meetings, and coordinate logistics for the Senior Manager and Capital Projects Team.
- Prepare agendas, record meeting minutes, track action items, and follow up on deliverables.
- Handle internal and external correspondence and support team communication across departments.
- Assist in preparing presentations, reports, dashboards, and executive-level documentation.
- Organize and maintain project files and records in digital systems to ensure accuracy and accessibility.
- Track tasks and action items to support overall team efficiency and workflow management.
Project Support
- Support Project Managers and Construction Supervisors with scheduling, reporting, and administrative coordination.
- Coordinate with consultants, contractors, and suppliers to support communication and documentation requirements.
- Assist with procurement processes including RFQs, purchase orders, and invoice tracking.
- Support permitting, licensing, and approval processes as required.
- Maintain project documentation including contracts, reports, and project records.
- Participate in project and safety coordination meetings as required.
- Identify opportunities to improve administrative processes and support continuous improvement within the PMO.
- Support adoption of digital tools, reporting systems, and AI-enabled platforms to improve efficiency and reporting.
Qualifications
Must Have
- 2–5 years of experience in project administration, coordination, or a related administrative role.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Professional, client-focused, and solution-oriented approach.
- Commitment to learning and adapting to new tools, systems, and technologies.
Skills
- Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams, Project).
- Excellent written, verbal, and interpersonal communication skills.
- Ability and interest in learning digital project management platforms and reporting tools.
Assets (Nice to Have)
- Experience in construction, engineering, or infrastructure environments.
- Diploma or degree in Business Administration, Project Management, or related field.
- Training or certification in Project Coordination, Document Control, or Health & Safety.
- Familiarity with construction drawings, specifications, and project documentation processes.
Pay: From $60,000.00 per year
Benefits:
- Extended health care
- Paid time off
- RRSP match
Work Location: In person
