Project Administration Specialist
About The Position
Mott MacDonald is seeking an experienced and proactive Project Administration Specialist to join their dynamic project team based at their Project site office in Toronto. This role offers the opportunity to work on a major infrastructure initiative where Mott MacDonald serves as the Engineering Joint Venture Lead. The specialist will play a pivotal role in overseeing administrative functions that support multidisciplinary teams in both design and construction phases. This position also involves cross-collaboration with other areas of the business as needed. The company seeks a results-oriented professional with strong initiative, capable of excelling in dynamic environments and providing effective solutions to the complex operational challenges inherent in large-scale projects.
Requirements
- Minimum of 5 years’ experience in administration within the engineering, construction, or infrastructure sectors
- Proficiency in Microsoft Office 365 suite (Word, Excel, PowerPoint, Teams, SharePoint)
- Strong technical acumen with the ability to troubleshoot basic IT issues and communicate effectively with support teams
- Proven track record of producing accurate meeting minutes and contributing to large-scale project documentation
- Exceptional written and verbal communication skills
- An enthusiastic, service-oriented approach to team dynamics and client engagement with a positive attitude
- The ability to manage multiple priorities, meet deadlines, and support organizational goals
- A proactive and confident communicator, with demonstrated leadership in administrative functions
Nice To Haves
- Post-secondary education preferred
- Experience in document control and technical writing would be an asset
Responsibilities
- Manage project administration activities across multidisciplinary teams
- Draft, review, and issue official project correspondence and documentation
- Oversee the preparation of presentations, project reports, project specific templates and meeting records
- Manage check and review process (DAA auditing)/design workflows specific to project needs
- Maintain QA information for issued documentation
- Perform detailed formatting reviews
- Perform detailed technical edit checks, acronym audits, defined term audits, and reference audits
- Manage project SharePoint sites
- Support and train staff through assisting in onboarding activities, including assisting with local and international travel, hotel bookings, access cards, desk bookings, etc
- Liaise with client IT teams to maintain seamless technical operations and office infrastructure
- Organize internal team events and fostering a positive office culture
- Manage procurement requests and office-related expenses
- Ensure effective communication flow between stakeholders and project teams
- Represent the administrative function in meetings and offering strategic recommendations to improve operational efficiency
- Support project leadership with booking meetings and diary management
Benefits
- Personal and group performance bonuses
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
