OPEN: Project Administrator

Cpus Engineering Staffing Solutions Inc.; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A project staffing firm in Toronto is looking for a Project Administrator to coordinate meetings, prepare reports, and manage action items. The ideal candidate will have 5-10 years of project administration experience, strong organizational skills, and familiarity with tools like MS Office Suite and MS Project. A hybrid work model is offered, requiring both onsite and remote work.

Qualifications

• 5–10 years of experience in project administration or PMO support.
• Experience in construction, engineering, utilities, or infrastructure projects.

Responsibilities

• Facilitate internal project status meetings and distribute minutes.
• Prepare monthly progress reports for key clients.
• Track and follow up on action items from meetings.
• Liaise between schedulers and project managers.
• Maintain logs of decisions, risks, and deliverables.
• Identify bottlenecks and recommend process improvements.

Skills

Project Coordination

Communication

Stakeholder Management

Documentation & Reporting

Attention to Detail

Process Improvement

Tools

MS Office Suite

SharePoint

MS Project

Job description

We are currently requesting resumes for the following position: Project Administrator

Resume Due Date:Friday, August 01, 2025 (5:00PM EST)

Job ID: 935-003

Number of Vacancies: 1

Level: Intermediate / Senior

Hours of work:40 Hours per week

Location: 90 Eglinton Ave East, Toronto

Work Mode: On Site/ Hybrid

Job Overview

Meeting Coordination & Documentation

• Facilitate 20+ internal project status meetings.
• Prepare and distribute detailed meeting minutes.
• Track action items and ensure follow-through.

Client Reporting

• Prepare and submit monthly progress reports to 5 key clients.
• Ensure reports are accurate, consistent, and timely.

Action Item Management

• Track and follow up on internal and external meeting action items.
• Escalate missed or at-risk deadlines to senior management.

Schedule Coordination

• Act as liaison between schedulers and project managers.
• Ensure schedule data is accurate and aligns with contractual requirements.

Governance Support

• Maintain logs of decisions, risks, and deliverables.
• Assist with gate review packages and project close-out documentation.

Process Improvement

• Identify bottlenecks in reporting and coordination.
• Recommend and implement efficiency improvements.

Key Skills & Competencies Required

• Project Coordination: Strong organizational skills to manage multiple meetings, schedules, and stakeholders.
• Communication: Clear written and verbal communication for reporting, meeting minutes, and stakeholder updates.
• Stakeholder Management: Ability to liaise across teams and escalate issues appropriately.
• Documentation & Reporting: Experience with progress reports, governance logs, and project documentation.
• Attention to Detail: Accuracy in tracking action items, schedules, and deliverables.
• Process Improvement: Analytical mindset to identify inefficiencies and propose solutions.

Tools Likely Used

MS Office Suite, SharePoint, MS Project, or similar tools.

• Experience Level:5–10 yearsin project administration, PMO support
• Industry: experience in construction, engineering, utilities, or infrastructure project environments.
• Certifications (Preferred):