Administrative Coordinator

Premier Project Consultants Ltd.; Kitchener; On-site; CAD 45,000 - 60,000; Full time

Benefits offered by this job

Dental benefits

Extended health benefits

Vision care

EFAP (Employee and Family Assistance)

Job summary

Premier Project Consultants Ltd. in Kitchener–Waterloo is seeking an organized Administrative Coordinator to support project and office teams, ensuring invoices and documentation move forward accurately.

You will work closely with Project Managers, follow up on outstanding items, maintain records and help identify and resolve issues before they become problems. This role offers growth within a expanding organization.

Qualifications

• 2–5 years of experience in administration, project coordination, office administration or a similar role.
• Excellent organization, attention to detail and accuracy.
• Strong technology skills and the ability to quickly learn new systems and software.
• Experience with Procore is an asset.
• Basic accounting knowledge, including familiarity with invoices, coding and cost allocation.
• Construction, real estate development or other project-based experience is an asset.
• Strong communication and interpersonal skills, with the ability to work effectively with different personalities.
• Strong problem-solving skills and a proactive approach to identifying and resolving issues.
• Excellent follow-through and the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, particularly Excel, Word and Outlook.
• Dependable, adaptable and interested in building a long-term career with the organization.
• Must be available to work in the office Monday to Friday.

Responsibilities

• Provide administrative support to Project Managers and the broader project team.
• Review incoming invoices to confirm the correct project, Project Manager and business entity before routing for coding and approval.
• Follow up with Project Managers to ensure invoices and other outstanding items are completed on time.
• Maintain accurate project information, records, spreadsheets and documentation.
• Complete data entry and maintain tracking systems for supplies, materials and other project information.
• Become a Procore subject matter resource, including learning system functionality, supporting processes such as deficiency tracking and helping train team members.
• Identify and resolve discrepancies, missing information and administrative issues, escalating when appropriate.
• Support contracts, agreements, reports and other project documentation as required.
• Work collaboratively with Project Managers, vendors and internal teams with different priorities and working styles.
• Identify opportunities to improve administrative processes, systems and workflows.
• Take on additional responsibilities as the role and organization continue to grow.

Skills

Organization

Attention to detail

Technology skills

Communication

Problem solving

Multitasking

Tools

Procore

Excel

Word

Outlook

Job description

We are seeking a highly organized, detail-oriented and tech-savvy Administrative Coordinator to support our project and office teams.

This role will provide day-to-day administrative support across multiple projects, helping ensure information, invoices, documentation and systems are accurate, organized and moving forward. The successful candidate will work closely with Project Managers and other internal teams, following up on outstanding items, maintaining accurate records and helping identify and resolve administrative issues before they become problems.

We are looking for someone who takes ownership, enjoys solving problems and is comfortable working with different personalities and priorities. This is an opportunity for someone who wants to build a long-term career with a growing organization and continue developing their responsibilities over time.

Key Responsibilities

• Provide administrative support to Project Managers and the broader project team.
• Review incoming invoices to confirm the correct project, Project Manager and business entity before routing for coding and approval.
• Follow up with Project Managers to ensure invoices and other outstanding items are completed on time.
• Maintain accurate project information, records, spreadsheets and documentation.
• Complete data entry and maintain tracking systems for supplies, materials and other project information.
• Become a Procore subject matter resource, including learning system functionality, supporting processes such as deficiency tracking and helping train team members.
• Identify and resolve discrepancies, missing information and administrative issues, escalating when appropriate.
• Support contracts, agreements, reports and other project documentation as required.
• Work collaboratively with Project Managers, vendors and internal teams with different priorities and working styles.
• Identify opportunities to improve administrative processes, systems and workflows.
• Take on additional responsibilities as the role and organization continue to grow.

• 2–5 years of experience in administration, project coordination, office administration or a similar role.
• Exceptional organization, attention to detail and accuracy.
• Strong technology skills and the ability to quickly learn new systems and software.
• Experience with Procore is an asset.
• Basic accounting knowledge, including familiarity with invoices, coding and cost allocation.
• Construction, real estate development or other project-based experience is an asset.
• Strong communication and interpersonal skills, with the ability to work effectively with different personalities.
• Strong problem-solving skills and a proactive approach to identifying and resolving issues.
• Excellent follow-through and the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, particularly Excel, Word and Outlook.
• Dependable, adaptable and interested in building a long-term career with the organization.
• Must be available to work in the office Monday to Friday.

• Dental benefits
• Extended health benefits
• Vision care
• Employee and Family Assistance Program (EFAP)
• Virtual urgent care

Accommodations

Premier Project Consultants Ltd. is committed to providing an accessible and supportive recruitment experience for persons with disabilities. If you require accommodations at any stage of the recruitment process, please notify us in advance at [e-mail]

AI Usage

As part of our hiring process, we use AI-powered tools to assist in screening resumes. These technologies help us efficiently identify candidates whose qualifications align with the role, ensuring a fair and consistent evaluation process. By clicking "Apply", you acknowledge and consent to the use of AI in our recruitment workflow.