Project Administrator

The Opportunity

The Project Administrator is responsible for the comprehensive administration of a diverse range of projects, ranging from small-scale initiatives to large, ongoing activities within the organization. This role extends beyond traditional project administration and includes construction administration, fleet administration, vendor coordination, operational software administration and general project support. The Project Administrator organizes and manages various activities, ensuring proper administration of incentive files and coordinating maintenance efforts. As a key member of the project team, the Project Administrator supports all phases of projects—from capital budgeting and workplace planning to pre-construction, design development, and project completion—while also gathering and analyzing data to drive continuous improvement and project success.

Responsibilities will include, at a minimum:

• Working in tandem with the Director of Capital Projects & Procurements, to design and manage the projects to their completion. 

• Incentive start up, administration and close out; 

• Inputting project information into construction databases and accounting systems and completes the project set up process. 

• Project Tracking, Documentation and Reporting; 

• Maintains project documentations such as incentive applications, project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc. 

• Working with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within internal financial systems. 

• Reconciling of purchase orders to invoices to ensure accuracy; 

• Preparing various reports to support monitoring of project progress, costs, key performance indicators, etc; 

• Inputting utility data for construction records and energy analytic databases, and 

• Other related administrative activities as required.  

Qualifications

• Tertiary diploma or degree, or equivalent training  

• 1+ year of experience in project administration 

• Some mechanical or electrical background is an asset 

• Strong administrative and organizational skills 

• Ability to provide project administration support 

• Ability to maintain accurate data 

• Strong attention to detail and data accuracy 

• Ability to extract and compile data into reports 

• Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up 

• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications such as Energy Management Dashboard navigation. 

• Demonstrates an interest in pursuing Project Management Institute Accreditation or Measurement and Verifications designation.  
• Must have experience with:
  • Yardi
  • Vendor Café 
  • SuiteSpot