Project Administrator

Ainsworth Inc•Calgary, AB

23d•Hybrid

About The Position

This hybrid role combines responsibilities of Project Administration and Service Coordination with a focus on supporting projects and service-related work. The individual will provide administrative support to Project Managers while also acting as an intermediary between the project team and the service division for quoted work orders. This includes coordinating and dispatching technicians for service-related project work in collaboration with the Labour Foreman, ensuring smooth communication and efficient execution of both project and service tasks.

Requirements

Post-secondary education in a related field or equivalent experience.
3+ years of experience in project administration and/or service coordination roles.
Familiarity with project management software (Procore, SharePoint, Viewpoint) and MS Office Suite (Excel essential).
Strong organizational skills with ability to prioritize and meet deadlines under pressure.
Excellent communication and interpersonal skills for client and internal team interactions.
Ability to adapt to changing priorities and work collaboratively across departments.

Responsibilities

Work closely with Project Managers, Estimators, Sales, and Site Superintendents to minimize their administrative workload.
Manage change order entry, documentation, and ensure timely communication to stakeholders.
Draft meeting minutes, contracts, and correspondence.
Maintain accurate project documentation including RFIs, shop drawings, and tracking logs.
Generate and manage Subcontract Agreements, ensuring compliance with insurance and bonding requirements.
Organize project files per company standards and assist with O&M manuals and As-Built drawings at closeout.
Attend project meetings and distribute minutes.
Expedite information flow between owners, consultants, contractors, and suppliers.
Act as the initial point of contact for service-related sheet metal work generated through the service division.
Coordinate and dispatch technicians for project related service work in collaboration with the Labour Foreman (foreman directs labor allocation).
Create and distribute work orders, update systems, and ensure clients are informed of work status.
Track subcontractor work orders, generate purchase orders, and ensure timely execution of service work.
Review daily timecards and completed work orders for accuracy and readiness for billing.
Maintain strong client communication to resolve escalations and ensure service quality.
Support field staff and provide guidance to ensure professional and efficient completion of work.