Project Admin

Landmark Structures Co; Burlington; On-site; CAD 45,000 - 65,000; Full time

Job summary

Landmark Structures Co is seeking a Project Admin to support design/build, self-performance construction, and maintenance projects in Burlington, ON. The role reports to Project Managers and focuses on coordinating documentation, planning, and submittals throughout the project lifecycle.

Core duties include maintaining files, gathering planning documents, and ensuring COIs and WSIB clearances are in place. Strong communication and organization are essential to succeed.

Qualifications

• High school diploma or GED.
• 2–5 years of construction project admin experience.
• Exposure to project management functions on self-perform construction projects.
• Excellent written and verbal communication skills.
• Proficient with Adobe Acrobat and Microsoft Office suite.
• Strong organizational skills and attention to detail.

Responsibilities

• Set up and maintain project files and planning documents.
• Assist Project Manager with meetings, notes, and minutes.
• Coordinate materials, equipment, and submittals with stakeholders.
• Track invoices, subcontracts, COIs, and insurance certificates.
• Prepare project billings and manage receivables.
• Support vendor setup and maintain supplier lists.
• Assist in project review meetings and training when required.

Skills

Project coordination

Communication

Documentation

Attention to detail

Organization

Education

High school diploma or GED

Tools

Adobe Acrobat

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Publisher

Job description

Landmark Structures Co

Project Admin

5420 N. Service Rd
Burlington, ON L7L 6C7

Landmark is a leading provider of engineering, construction, and asset management services for storage solutions in the water, wastewater, power, and industrial markets. We operate throughout North American and have built our reputation on delivering the most challenging projects with a high degree of efficiency and precision. Challenging the norm and innovating better methods is core to our approach.

The Project Admin will perform the technical and support functions for design/build, self-performance construction and maintenance projects. This role will work under the direction of the project managers to perform tasks related to various functions of project management coordination.

Essential Functions:

Accountable for the execution of project administration functions as directed by the Project Manager; Perform duties within the procedures established for project management including but not limited to the following tasks.

• Set up and maintain project files.
• Assist the Project Manager with completing and maintaining all project planning documents
• Assist the Project Manager with setting up project planning meetings. Take & distribute notes/minutes of meetings
• Procure all require materials and equipment as directed by the Project Manager.
• Distribute and confirm receipt of Landmark project drawings and specifications, including all revisions, to the stakeholders.
• Establish and maintain project submittal register to include request for information (RFI).
• Coordinate and manage submittals from and to customers, consulting engineers, Landmark engineering, operations, procurement, fabrication, and subcontractors.
• Work with the Project Manager to compile and submit project submittals.
• Compile, track and manage subcontract agreements and change orders.
• Ensure that all subcontractors have an approved certificate of insurance (COI), and WSIB clearance prior to start of work.
• Coordinate vendor payment with procurement and accounting departments.
• Compile, develop and submit all project billings to the customer and Landmark's accounting department.
• Update all project account receivables (aging report) weekly.
• Correspond with the consulting engineer and/or owner on overdue Landmark invoices and document findings with the project manager.
• Compile, organize and manage project operations & maintenance (O&M) manuals through the life cycle of the project until final submission of the approved O&M manual to the owner.
• Setup new vendors and maintain supplier list.
• Manage / maintain all project documentation
• Participate in project review meetings with the project manager
• Attend assigned professional development training, if applicable
• Demonstrate, by example, behaviors in alignment with Landmark's mission, vision, and values.
• Demonstrate standard for behavior congruent with company ethics, morals, and expectations.
• Perform other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications

• High school diploma or GED.
• 2 to 5 years of similar experience.
• Exposure to project management functions in a construction industry involving self-performance of construction works.
• Proficient grasp of concepts related to construction execution.
• Effective written and verbal communication skills.
• Proficient with Adobe Acrobat, Microsoft Outlook, Word, Excel, Power Point, Publisher.
• Proficient organization skills and attention to detail.

Landmark Structures Co. is an Equal Opportunity Employer