Administrative Assistant, Projects

Project Administrative Assistant

Location: Toronto, ON – On-site
Language: Bilingualism is an asset; strong written and spoken English required
Duration: Permanent

About the Opportunity

Join a dynamic team in the commercial real estate sector where your administrative expertise directly contributes to the successful delivery of projects. As a Project Administrative Assistant, you’ll be at the heart of our project operations, providing crucial support to Project Managers and engaging with internal teams, contractors, and suppliers. Your work ensures that projects run smoothly, budgets are accurate, and all documentation meets compliance standards.

This is a fast-paced, collaborative environment where your attention to detail and organizational skills will be recognized and valued. You’ll play a key role in maintaining project files, coordinating approvals, and supporting billing and contract administration, helping to drive the success of each project from initiation to close-out.

What’s In It for You

Be part of a workplace that values efficiency, professional growth, and collaboration. You’ll gain exposure to the inner workings of commercial real estate project delivery, develop expertise in contract administration, and strengthen your skills in financial processing and project coordination. Enjoy a culture that encourages initiative, teamwork, and continuous learning while contributing to meaningful, high-impact projects.

Your Responsibilities

• You’ll provide direct administrative support to the Project Team and assist the Project Manager with day-to-day operations.
• You’ll coordinate supplier and contractor setup in the payable system and process invoices, ensuring accuracy against purchase orders and contracts.
• You’ll prepare documents for project approval, maintain both physical and electronic project binders, and track all outstanding approvals.
• You’ll assist in contract administration, including tenant billing, chargebacks, and holdback releases, and support monthly reporting.
• You’ll document compliance for contractors and suppliers, prepare meeting minutes, and support other project-related administrative tasks as needed.

Skills and Qualifications

• 2–4 years of administrative experience in commercial real estate or project delivery.
• Strong knowledge of Microsoft Office, particularly Word and Excel; familiarity with Yardi Payscan or similar systems is an asset.
• Basic accounting knowledge and experience with invoices, purchase orders, and budget tracking.
• Exceptional organizational skills with the ability to multi-task, prioritize, and meet deadlines in a fast-paced environment.
• Strong written and oral communication skills with an ability to interact effectively with stakeholders.
• Self-starter attitude, with professionalism and attention to detail.

Note from the Hiring Manager

“We’re looking for someone who thrives on organization and detail, enjoys supporting a collaborative team, and takes pride in ensuring projects are executed efficiently from start to finish.”

Why Partner with Altis

If you’ve never worked with a staffing agency before, we make it easy. We work with top employers across Canada who have great jobs to fill, each vetted and verified by our team. When you apply for a job with Altis, we get to know you as a candidate and learn what your strengths are. Then, if you’re a solid match, we handle all the logistics, advocating for you as a candidate for the role, providing access to coaching and connecting you directly with the hiring manager. And rest assured, all our services are free of cost for candidates.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.