Project Office Administrator

Modern Niagara • Ottawa, ON

15h • CA$60,000 - CA$80,000

About The Position

The Project Office Administrator supports the successful mobilization and delivery of a major project by providing administrative and coordination support within a project office environment. Reporting to the Project Director, this role is responsible for managing day-to-day office operations while supporting project teams through strong communication, coordination, and organization. Success in this role means a well-run project office, streamlined communication across teams, and flexible support that adapts to the evolving needs of a project in motion.

This role plays a critical part in supporting the launch and ongoing execution of a key project. By ensuring the project office operates efficiently and communication flows effectively across stakeholders, the Project Office Administrator helps maintain momentum, reduce delays, and support overall project success. Their ability to adapt to shifting priorities and support both operational and team needs directly contributes to a strong project foundation.

Key Impact / Purpose:
Support the mobilization and ongoing operations of a major project by ensuring the project office runs smoothly and efficiently.
Enable strong communication and coordination across project teams, stakeholders, and the site office.
Provide flexible, day-to-day administrative support that adapts to evolving project and team needs.

Requirements

• 3 years of administrative experience in a fast-paced, professional environment.
• Strong organizational and prioritization skills with the ability to manage multiple tasks and deadlines in a dynamic setting.
• Proven ability to work independently and adapt to a high-volume, evolving workload.
• Excellent verbal, written, and interpersonal communication skills, with a focus on clear and ongoing team communication.
• Strong attention to detail, problem-solving, and decision-making abilities.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and MS Teams.
• Flexible, adaptable, and proactive with the ability to support a wide variety of administrative and project needs.

Nice To Haves

• Experience working in a construction, project, or site-based environment.
• Exposure to project financial processes such as invoicing or accounts receivable.
• Experience supporting project mobilization or site office setup.
• Experience with project or construction management software.

Responsibilities

• Manage daily operations of the project office, ensuring the space is organized, functional, and supports team productivity.
• Act as a key point of coordination for office and project-related communications, ensuring information is shared clearly and effectively across teams.
• Support the project team with administrative tasks including scheduling, calendar management, meeting coordination, and follow-ups.
• Maintain accurate and up-to-date project documentation, including filing, scanning, and distributing records in both electronic and hard copy formats.
• Assist with organizing team events, meetings, and site activities, including logistics, catering, and coordination.
• Provide flexible administrative support across a wide range of tasks, including supporting office setup, minor renovations, and evolving project needs.
• Assist with project invoicing, financial tracking, and accounts receivable support as required.
• Prepare and compile project close-out documentation, including O&M manuals.
• Support internal communications, including office updates, memos, and coordination across project stakeholders.
• Ensure all documentation and processes align with company standards and maintain confidentiality of sensitive information.
• Provide backup support to Project Coordinators and assist with additional administrative and project-related tasks as required.

Benefits

• Performance based bonus opportunities
• Defined Contribution Pension Plan with a generous employer contribution
• Flexible Health and Dental benefits with tiered options to meet the needs of you and your family
• An annual health spending account to support your overall wellness
• 24/7 confidential support through our Employee and Family Assistance Program with access to comprehensive resources and professional services
• A competitive vacation package with additional vacation granted throughout your tenure with the organization.
• Employer Paid Parental Leave Top Up
• Annual Community Day dedicated to volunteering and giving back to the communities where we live and work
• Corporate Discounts through various vendors across Canada for programs such as fitness, mobile phones, travel, home and auto insurance and many others

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed