Administrator (Mat Leave Contract)

Medallion Corporation; Toronto; On-site; CAD 48,000 - 60,000; Full time

Job summary

Medallion Corporation is seeking an Administrator (Mat Leave Contract) to support the Construction and Development team in Toronto. This one-year role focuses on document control, coordination with consultants and vendors, and keeping accurate project records from initial documentation through turnover.

The position requires organizational excellence, strong communication, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Minimum 3 years’ experience preferred in administration or project support.
• Proficient in MS Office; experience with MS Projects and SharePoint.
• Knowledge of Yardi One and Invitely software is an asset.
• Excellent written and verbal communication skills; detail-oriented.
• Ability to manage multiple priorities in a fast-paced environment.
• Proactive, resourceful, and capable of working independently and with a team.

Responsibilities

• Organize, log, file, and maintain project documentation in SharePoint.
• Coordinate with architects, engineers, subcontractors, and suppliers on contracts and RFIs.
• Maintain vendor and subcontractor compliance documents (WSIB, insurances) and monitor expirations.
• Prepare final document turnover packages for project completion.
• Provide administrative support to the project team as needed.
• Submit building permit applications through online municipal portals.
• Draft correspondence and manage project records for audits.
• Schedule meetings for project teams and stakeholders.

Skills

Strong organizational skills

Excellent written and verbal коммуника

Ability to manage multiple priorities

Proactive and resourceful

Independent and collaborative work

Education

Experience with construction/project administration

Tools

MS Office

MS Projects

SharePoint

Yardi One

Invitely software (Astley Gilbert)

Job description

Role: Administrator (Mat Leave Contract)

Reports to: Director, High Rise Construction

At Medallion we strive for success and we recognize it takes a great team to do that. We look for talented and experienced people in all aspects of Property Management, Customer Service, Development, and Construction, people who are committed to delivering the very best in the role that they play to make Medallion a forward thinking, thriving firm.

About The Position

The Administrator will be supporting the Construction and Development team. This is a one-year contract with potential to extend. This role plays a key role in supporting project teams through effective document control, coordination with consultants and vendors, and maintaining accurate project records. This role ensures smooth administrative operations across multiple construction and development projects, from initial documentation to final turnover.

Key Responsibilities

• Organize, log, file, and maintain project documentation—including drawings, plans, submittals, work orders, and document logs—within SharePoint.
• Liaise with architects, consulting engineers, subcontractors, and suppliers regarding contracts, change notices, design revisions, RFIs, and related project communications.
• Procure, track, and maintain vendor, supplier, and subcontractor compliance documentation (e.g., WSIB, commercial and professional liability insurance) and ensure timely alerts for expirations.
• Prepare and deliver final document turnover packages to required agencies and departments upon project completion.
• Provide technical and administrative support to the project team as needed.
• Submit building permit applications through online municipal portals.
• Complete and submit credit applications to establish new vendor accounts.
• Request and track monthly field reports from consultants.
• Draft professional correspondence, including letters and emails.
• Maintain organized records and filing systems for all projects to support future reference and audits.
• Schedule and coordinate meetings for project teams and stakeholders.

Education & Skills

• Minimum 3 years’ experience preferred
• Intermediate knowledge of MS Office, including MS Projects and Sharepoint
• Working knowledge of Yardi One and Invitely software (Astley Gilbert) is an asset.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced project environment.
• Excellent written and verbal communication skills.
• Proactive, resourceful, and able to work both independently and collaboratively.