Administrator, Real Estate Project

Black Diamond Group; Calgary; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

Black Diamond Group in Calgary is seeking a Projects Administrator to provide administrative and financial support across our real estate portfolio and capital projects program. You will help move projects forward through documentation, permitting, compliance tracking, procurement, and financial reporting, working with cross-functional teams across Canada, the United States, and Australia.

The successful candidate is highly organized with strong financial acumen, able to manage multiple

Qualifications

• Post-secondary education in Business Administration, Project Administration, Accounting, Finance, or related field.
• 2+ years experience in administrative, project coordination, accounting, finance, or project support.
• Strong organizational skills and attention to detail with the ability to manage many records and deadlines.
• Experience with SAP, Oracle NetSuite, Power BI or similar financial/reporting platforms is an asset.
• Advanced proficiency in Microsoft Excel and MS Office applications.

Responsibilities

• Provide admin support across the real estate portfolio and capital projects program, coordinating tasks and deliverables across multiple projects.
• Prepare, submit and track permit applications and renewals with regulatory authorities.
• Compile and maintain regulatory/compliance documentation for projects and portfolio.
• Create and process purchase orders and maintain supporting documentation for project expenditures.
• Assist with project documentation formatting, reports, schedules, and correspondence.
• Support project coordination activities including meetings, action items, and follow-ups.

Skills

Organizational skills

Financial acumen

Excel proficiency

Education

Post-secondary education in Business Administration/Finance

Tools

SAP

Oracle NetSuite

Power BI

Job description

Black Diamond Group owns and operates a portfolio of businesses specializing in modular buildings and remote and temporary workforce housing solutions, along with a digital marketplace for business-to-business crew travel management. We create value by providing differentiated solutions. We believe each customer and each project is unique and that we can tailor a combination of products and services that deliver an enhanced outcome. Our Way is to Create a Better Way - this is our challenge, our call to action, our why!

We believe that a clear strategic vision, with measurable objectives, along with disciplined accountability and data-based decision-making, leads to successful outcomes. When we couple this approach with our values-driven, collaborative, safety-conscious culture, we achieve top decile performance, deliver results, and have fun while doing it!

We offer careers, not jobs, and we strive for an environment where the best people come to work and feel rewarded for their contributions. We are a team of the best and the brightest in industry, and since our inception, we have led with a people-first approach. We give our employees ample opportunity to pursue their interests and passions and support them as their careers progress!

Black Diamond Group's Capital Project's and Real Estate department has a full-time position for Project Administrator.

This role is hybrid - in-office with 20% flexibility to work from home.

Job Purpose

The Projects Administrator provides administrative and financial support across the real estate portfolio and capital projects program, helping ensure projects move forward smoothly through coordinated documentation, permitting, compliance tracking, procurement, and financial reporting.

Working closely with the Team Lead and broader project team, this role helps keep capital projects organized, on track, financially controlled, and audit-ready across Canada, the United States, and Australia.

The ideal candidate is a highly organized and detail-oriented professional with strong financial acumen and project coordination experience, who can confidently manage multiple priorities, work cross-functionally, and ensure projects remain accurate, compliant, and on track.

Key Duties And Responsibilities

• Provide administrative support across the real estate portfolio and capital projects program, coordinating tasks, documentation, and deliverables across multiple concurrent projects.
• Prepare, submit, and track permit applications and renewals, liaising with municipal, provincial/state, and other regulatory authorities as required.
• Compile, organize, and maintain regulatory and compliance documentation to support project and portfolio requirements.
• Create and process purchase orders and maintain accurate supporting documentation for project expenditures.
• Assist with the preparation, formatting, and organization of project documentation, including contracts, reports, schedules, and correspondence.
• Support project coordination activities, including scheduling meetings, tracking action items, and following up on outstanding deliverables.
• Maintain organized, accurate, and up-to-date project files and records to support internal reporting and audit requirements.
• Track key project milestones and deadlines, proactively flagging upcoming items to the Team Lead and project stakeholders.
• Coordinate with internal departments including Finance, Corporate Accounting, Financial Reporting, Accounts Payable, Fixed Assets, HSE, Tax, Treasury, Legal, and Operations, as well as external partners such as contractors, consultants, vendors, and regulatory authorities.
• Support the administration, coordination, and documentation required to advance capital projects from initial approval through execution and closeout across Canada, the United States, and Australia.
• Prepare and submit monthly capital cash flow reporting for active projects, including actual spend analysis, variance review, and forecasted spend by project timeline.
• Act as the primary point of contact for vendor documentation, supplier setup requirements, and related records to support procurement and capital project execution.
• Monitor multiple active capital project budgets and AFEs, tracking commitments, remaining approved funding, and capital purchase orders to ensure expenditures remain within approved budget and authorization limits.
• Prepare and submit month-end accounting journal entries, ensuring accuracy, completeness, and adherence to established financial close procedures and internal controls.
• Provide analytical support for capital project decision-making, including financial modeling and assessment of project economics against established hurdle rate requirements.
• Track quarterly capital approval submissions across business units, maintaining accurate records of approval status, funding requirements, supporting documentation, and updates required for internal reporting.
• Support executive financial reviews and quarterly forecasting cycles, as required, by validating financial information and assisting with analysis and materials for senior leadership review.

Qualifications

• Post-secondary education in Business Administration, Project Administration, Accounting, Finance, or a related field, or an equivalent combination of education and experience.
• 2+ years of experience in an administrative, project coordination, accounting, finance, or project support role.
• Strong organizational skills and high attention to detail, with the ability to manage a high volume of records, competing priorities, and deadlines.
• Strong financial acumen, with the ability to interpret financial information, analyze project spend, and communicate financial information clearly and professionally.
• Experience with enterprise systems such as SAP, Oracle NetSuite, Power BI, or similar financial and reporting platforms is considered an asset.
• Advanced proficiency in Microsoft Excel, with strong working knowledge of Microsoft Office applications, including Word, Outlook, and PowerPoint.
• Strong written and verbal communication skills, with the ability to build effective working relationships with internal and external stakeholders.
• Ability to work independently while also collaborating effectively within a fast-paced, cross-functional project environment.
• Demonstrated ability to maintain accurate records, identify discrepancies, follow established processes, and proactively address outstanding items.
• Ability to handle confidential and financially sensitive information with discretion and professionalism.

What You Bring

• A proactive and solutions-oriented approach to project and administrative support.
• Strong attention to detail and a commitment to accuracy.
• The ability to prioritize and manage multiple projects, deadlines, and stakeholders.
• Confidence working with financial information, budgets, forecasts, purchase orders, and project documentation.
• Strong collaboration skills and the ability to work effectively across Finance, Accounting, Operations, HSE, Legal, Procurement, and other business functions.
• A continuous improvement mindset and the ability to identify opportunities to improve processes, reporting, and project administration.

For more information, please visit www.BlackDiamondGroup.com

We are an Equal Opportunity Employer

Black Diamond Group Limited is committed to diversity, equal opportunity and ensuring that our employees have the ability to thrive in an inclusive environment. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, marital status, family status, veteran status, Indigenous status, national origin, age, disability or any other legally-protected factors. Accommodation for applicants with disabilities is available upon request during the recruitment process.

Company: Black Diamond Group