Design Team Project Administrator

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

Job summary

Boardwalk in Calgary is seeking a Project Administrator who thrives on organization and keeps complex projects moving forward across budgets, procurement, approvals, and documentation.

You will coordinate project budgets, process invoices, support capital planning, manage contracts, and collaborate with multiple stakeholders to deliver award-winning spaces from our Calgary Head Office.

Qualifications

• 3–5 years of Project Administration or related experience.
• Experience supporting multiple projects simultaneously.
• Experience working with budgets, cost tracking, invoice processing, or financial reporting.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate project approvals, executive sign-offs, purchase orders, and contract setup.
• Track project budgets, commitments, forecasts, contingencies, and expenses.
• Process contractor and supplier invoices while maintaining accurate financial records.
• Support annual capital planning and budgeting activities.
• Coordinate procurement activities and track material deliveries.
• Help source, onboard, and manage contractor documentation.
• Prepare project reports and maintain project dashboards and trackers.
• Schedule meetings, maintain action logs, and follow up on outstanding items.
• Assist with tender packages, specifications, project documentation, and closeout activities.
• Support renovation, rebranding, and redevelopment projects across multiple regions.
• Continuously improve project systems, processes, and tracking tools.

Skills

Project Administration

Project Coordination

Construction Administration

Budget tracking

Invoice processing

Financial reporting

Organizational skills

Written and verbal communication

Education

Diploma in Business Administration

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

SharePoint

Document management systems

Project tracking tools

Job description

Love keeping projects organized, budgets on track, and details from slipping through the cracks?

At Boardwalk, our Design Team delivers some of the most visible projects across our portfolio, transforming leasing offices, fitness centres, resident lounges, community spaces, and outdoor amenities across Canada.

We're looking for a Project Administrator who thrives on organization, enjoys working with numbers, and takes pride in being the person who keeps projects moving forward.

This is more than just an administrative role. You'll be involved in every stage of project delivery, helping coordinate budgets, contracts, procurement, approvals, documentation, and communication across multiple stakeholders.

If you enjoy balancing spreadsheets, schedules, procurement, and project coordination while supporting a team that delivers award-winning spaces, we'd love to hear from you.

Our team has been recognized with multiple industry awards, including Renovation of the Year and Building of the Year.

What You'll Be Doing

As a Project Administrator, you'll be the operational backbone of multiple active projects, helping ensure everything is organized, accurate, and moving forward.

You will:

• Coordinate project approvals, executive sign-offs, purchase orders, and contract setup.
• Track project budgets, commitments, forecasts, contingencies, and expenses.
• Process contractor and supplier invoices while maintaining accurate financial records.
• Support annual capital planning and budgeting activities.
• Coordinate procurement activities and track material deliveries.
• Help source, onboard, and manage contractor documentation.
• Prepare project reports and maintain project dashboards and trackers.
• Schedule meetings, maintain action logs, and follow up on outstanding items.
• Assist with tender packages, specifications, project documentation, and closeout activities.
• Support renovation, rebranding, and redevelopment projects across multiple regions.
• Continuously improve project systems, processes, and tracking tools.

You'll Thrive In This Role If You:

• Love organizing complex information and keeping multiple priorities on track.
• Enjoy working with budgets, invoices, contracts, and spreadsheets.
• Are naturally proactive and take ownership of your work.
• Notice details that others miss.
• Can effectively manage competing deadlines.
• Enjoy collaborating with a variety of teams and stakeholders.
• Are comfortable asking questions and solving problems independently.
• Like seeing tangible results from your work.

What We're Looking For

Required Experience

• 3-5 years of Project Administration, Project Coordination, Construction Administration, or similar experience.
• Experience supporting multiple projects simultaneously.
• Experience working with budgets, cost tracking, invoice processing, or financial reporting.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.

Preferred Experience

• Construction, renovation, property management, design, engineering, or capital project experience.
• Experience with procurement processes and contract administration.
• Experience working with contractors, consultants, or vendors.
• Experience coordinating cross-functional projects.

Tools You'll Use

• Microsoft Excel (budget tracking, reporting, formulas, and pivot tables).
• Microsoft Outlook.
• Microsoft Word.
• SharePoint and document management systems.
• Project tracking and reporting tools.

Education

• Diploma in Business Administration or a related field is considered an asset.

Location

Calgary Head Office
Full-Time | In-Office