Project Administrator

The Opportunity:

MCW Custom Energy Solutions is currently looking for a self-motivated and enthusiastic Project Administrator to join our Toronto office. This is an excellent opportunity for someone who is looking to apply their skills and knowledge and to develop their professional career. This posting is for an existing vacancy within MCW.

Position: Project Administrator  

Location: Downtown Toronto

Salary Range: $55,000 - $65,000

Key Responsibilities

• Support the Project Delivery Team with the administration and coordination of construction projects, including maintaining project records and ensuring timely responses and follow-up.
• Assist with project tracking and reporting related to cost, schedule, planning, safety and quality.
• Prepare, review, coordinate and/or process project correspondence (i.e. letters, memos, meeting minutes, reports) and construction administration documents (i.e. shop drawings, requests for information (RFIs), contemplated change notes, change orders and other project records).
• Manage and maintain project documentation on internal and external file-sharing and project management platforms, ensuring information is current, accurate and readily accessible.
• Assist the Project Delivery Team in preparing applications, schedules and other documents for review, signing and sealing, ensuring documents are properly formatted and meet project requirements.
• Support the administration of contractors, including issuing construction packages for tender, responding to contractor inquiries, tracking and follow up on documentation and assisting with progress invoicing.
• Coordinate the printing, distribution and delivery of drawings and project documentation to clients, owners, contractors and other project stakeholders.
• Assist with project closeout activities, including the compilation and distribution of operating and maintenance manuals, record drawings, warranties and other closeout documentation.
• Perform general administrative duties including data entry, filing, copying, preparing PDF documents, arranging for pickup and courier of documents, and other project support activities.
• Maintain organized electronic filing systems to ensure project and business records, reports, forms and other documentation are complete and readily accessible and filed appropriately in project directories.
• Maintain a professional and positive working relationship with team members, clients, subcontractors, service providers and other project stakeholders.
• Ensure work is accurate, complete, well organized and coordinated with the broader project team.
• Work overtime when required and authorized by the Manager.
• Take on additional responsibilities as experience and abilities develop, with the potential to progress into a Project Coordinator role.
• Perform other duties as assigned.

Qualifications, Experience and Education

• 0–2 years of experience in project administration, project coordination, document control or a related role. Experience in the construction, engineering or consulting industry is considered an asset.
• Post-secondary education in business administration, office administration, construction, engineering technology, project coordination or a related field is preferred.
• Previous experience in an administrative, project support, construction, engineering or consulting environment is considered an asset.
• Recent graduates and candidates looking to begin a career in construction or project coordination are encouraged to apply.

Required Skills

• Excellent interpersonal skills and the ability to build positive working relationships with team members, clients and external contacts.
• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint and Outlook.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines and maintain attention to detail.
• Excellent verbal and written communication skills, with the ability to communicate professionally with internal and external stakeholders.
• Ability to follow established procedures and standards while demonstrating initiative and flexibility in a fast-paced environment with changing priorities.
• Strong attention to detail and a commitment to producing accurate, complete and well-organized work.
• Ability to work independently while knowing when to seek guidance or clarification.
• Familiarity with project management or construction management software, such as Microsoft Project, Procore or Smartsheet, is not essential but will be considered an asset.
• A willingness to learn and take on increasing levels of responsibility as experience and capabilities develop.

Job Specific Competencies:

Attention to Detail - Working in a conscientious, consistent and thorough manner by demonstrating concern for thoroughness and accuracy.

Resilience - Remains energized and focused in the face of ambiguity, change or strenuous demands.

Teamwork - Working collaboratively with others to achieve organizational goals and proactively assists and involves others

Writing Skills - Communicating ideas and information in writing to ensure that information and messages are understood and have the desired impact.

Achievement Orientation - Focusing efforts on achieving high quality results consistent with the organization’s standards.

Initiative - Dealing with situations and issues proactively and persistently, seizing opportunities that arise.  Addresses current issues.

Information Gathering and Processing - Locating and collecting data from appropriate sources and analyzing it to prepare meaningful and concise reports that summarize the information.