Project Administrator & Coordinator

ASSYSTEM•Toronto, ON

About The Position

The Project Administrator provides administrative, coordination, document control, quality assurance, and security clearance support to Assystem Canada project teams. This role ensures project information, records, deliverables, and administrative processes are managed accurately and efficiently to support the successful delivery of engineering and consulting projects.

Requirements

College diploma or university degree in Business Administration, Project Management, Engineering Technology, Office Administration, or a related discipline.
Minimum 1 year of experience in project administration, project coordination, document control, or a similar role.
Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills.
Experience maintaining controlled documentation, records, and administrative processes.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, SharePoint, and electronic document management systems.
Good understanding of business administration and document management practices.

Responsibilities

Coordinate the collection, review, organization, and maintenance of project documentation throughout the project lifecycle.
Support Project Managers and project teams with scheduling, meeting coordination, action tracking, project reporting, and the tracking of project milestones, deliverables, and administrative requirements.
Maintain project records, trackers, SharePoint sites, collaboration platforms, and controlled documentation, including document numbering, revision control, distribution, filing, archiving, and document submissions through client portals and document management systems.
Support onboarding activities for project personnel and subcontractors, including security clearance applications, renewals, transfers, site access requests, security screening, and training.
Maintain security clearance records, monitor clearance expiry dates, and liaise with client security organizations and internal stakeholders regarding security requirements.
Support the implementation and maintenance of Assystem Canada's Integrated Management System (IMS) and Quality Management System, including maintaining quality records, procedures, forms, and templates, assisting with audits, corrective action tracking, KPI reporting, and management review activities.
Verify project documentation complies with company procedures and client requirements.
Coordinate with internal departments and external stakeholders to resolve administrative issues and information requests.
Contribute to continuous improvement initiatives, administrative process optimization, and tasks related to Assystem Canada's ongoing setup (e.g., finding new office space).