Project Administrator

Our client, a well-established professional services organization in Ottawa, is looking for an organized, proactive and detail-oriented Project Administrator to join their team in a newly created position.

Supporting multiple teams across the organization, the Project Administrator will play an important role in keeping project information, documentation, deadlines and internal communications organized and on track.

This is an excellent opportunity for someone who enjoys creating structure, improving processes and being the person behind the scenes who keeps projects and teams organized.

A key focus of the position will be identifying opportunities to improve and standardize administrative processes, documentation and information sharing across the organization. You will also work closely with senior leadership, providing administrative and project-based support and taking ownership of internal initiatives.

This is not a technical position, and previous engineering or industry-specific experience is not required.

Key Responsibilities

• Provide administrative and project support to multiple teams and departments.
• Manage and maintain project information, documentation and records, ensuring information is accurate, current and easily accessible.
• Maintain project information within internal systems, databases and tracking tools.
• Track project deadlines, milestones, deliverables and outstanding action items.
• Follow up with team members to ensure required information and documentation are received on time.
• Coordinate the flow of information between project teams, departments and senior leadership.
• Support internal project communications and keep stakeholders informed of deadlines, changes and outstanding requirements.
• Prepare, format, organize and distribute project documentation, correspondence, reports, presentations and other materials.
• Coordinate meetings, including scheduling, preparing agendas and materials, taking minutes and tracking follow-up items.
• Assist with project setup, ongoing administration and project close-out documentation.
• Maintain organized electronic project files and consistent documentation practices.
• Help develop and implement templates, processes, procedures and administrative tools to improve efficiency and consistency.
• Review existing administrative workflows and identify opportunities for improvement.
• Support the implementation and ongoing use of internal systems and databases.
• Assist senior leadership with reporting, research, presentations, special projects and internal initiatives.
• Take ownership of administrative projects that support the continued growth and efficiency of the organization.

Qualifications & Experience

• Post-secondary education in Business Administration, Office Administration, Project Administration or a related field.
• Previous experience as a Project Administrator, Project Assistant, Administrative Coordinator, Office Coordinator or in a similar role.
• Experience supporting multiple projects, departments or senior leaders simultaneously.
• Strong experience managing documentation, databases, records and administrative systems.
• Demonstrated ability to track deadlines, follow up on outstanding items and keep multiple priorities organized.
• Experience developing or improving administrative processes, templates or workflows is considered a strong asset.
• Strong proficiency with Microsoft Office/Microsoft 365, including Word, Excel, Outlook, PowerPoint and Teams.
• Ability to quickly learn new databases, project management tools and internal systems.
• Previous experience in engineering, construction, architecture or another professional services environment is an asset, but not required.

What We're Looking For

You are someone who is:

• Highly organized with exceptional attention to detail.
• Proactive and comfortable following up with others to keep projects and deadlines moving.
• A strong written and verbal communicator.
• Comfortable managing multiple competing priorities.
• Confident working with employees at all levels, including senior leadership.
• Naturally inclined to create structure and bring order to information and processes.
• Always looking for ways to make processes simpler, more consistent and more efficient.
• Resourceful and able to take ownership of an assignment or internal project and move it forward independently.
• Professional, discreet and comfortable using sound judgment.
• Someone who genuinely enjoys being behind the scenes and helping teams operate more effectively.

Why This Opportunity?

Because this is a newly created position, you will have an opportunity to make the role your own and have a visible impact across the organization.

This isn't simply a position where you'll be following established administrative processes. You'll have the opportunity to help improve how information is managed, strengthen internal processes and introduce greater consistency across project administration.

If you're someone who enjoys keeping information organized, communication flowing, documentation complete and deadlines visible, this could be a great next step in your career.

Compensation

• Salary: $60,000
• 15 days vacation annually
• Group benefits (medical, dental, life, disability) after 3 months
• Group pension plan with employer matching up to 5%

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.