Project Administration Officer - Temporary Up to 10 Months

Ontario University Athletics; Guelph; On-site; CAD 55,000 - 70,000; Full time

Job summary

A leading educational institution in Guelph is seeking a Project Administration Officer to provide procurement and administration support for capital projects. The ideal candidate will have a relevant diploma and three years of experience in construction. Strong organization and communication skills are essential in this temporary full-time position through 2026, offering an opportunity to make a significant impact in campus development.

Qualifications

• Minimum three years related experience in a building construction environment.
• Knowledge of contract documents in the construction industry.
• Ability to perform a high volume of work accurately and promptly.

Responsibilities

• Provide procurement and administration support for capital projects.
• Create documentation such as contract orders for Project Managers.
• Prepare tender packages and maintain Vendor of Record listings.

Skills

Strong organization skills

Effective oral communication

Attention to detail

Team member collaboration

Proficiency in Microsoft Office

Education

Two-year Community College diploma in Construction Engineering Technician or Business Administration

Tools

Construction project management software

Job description

Location

Guelph, CA, N1G 2W1

Primary Category Page

Staff and Management

Division

Physical Resources

Requisition ID

1870

Department

Office of the AVP Physical Resources

Position covered by the Collective Agreement with USW Local 4120

Employment Details

Temporary full‑time from 11/03/2025 to 09/08/2026 (Temporary Absence of the Regular Incumbent)

Internal Application Notice

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.

General Purpose

Reporting to the Manager, Capital Accounting, the Project Administration Officer will provide procurement and administration support for the design and construction of capital projects on campus.

Duties And Responsibilities

• Create documentation such as requests for proposals and contract orders, based on specifications provided by Project Managers.
• Prepare tender packages for capital projects and communicate with vendors. This includes the issuance of specifications, drawings, addendums and any other necessary documentation.
• Prepare and process all documents necessary for the annual pre‑qualification of contractors and consultants for the establishment of Vendor of Record lists, as well as maintaining a Vendor of Record listing with each vendor’s current information and MERX identification.
• Support Campus Planning, Design and Development staff with the interpretation and planning of job costing estimates, tenders, and bids.
• Creating and issuing project communication documents such as signage, campus bulletins, shutdown notices and notices of work.
• Take the lead in the use and customization of Kahua, Physical Resources’ web‑based construction project management software.
• Maintaining all files, documentation and data accurately stored in Kahua.
• Compile information provided from Project Managers to the Manager of Capital Accounting and Director of Campus Planning, Design and Development ahead of the quarterly capital planning committee meetings.
• Initiate and coordinate project authorization process including preparing the documents and ensuring necessary approvals in a timely manner.

Requirements

• A two‑year Community College diploma in Construction Engineering Technician program or Business Administration.
• Minimum three years related experience in a building construction environment.
• Knowledge of contract documents and financial documents in the construction industry and relevant legislation.
• Strong organization skills.
• Effective oral, written and interpersonal communication skills.
• Ability to perform a high volume of work accurately and promptly with attention to detail.
• Ability to work well both independently and as a member in a team environment.
• Strong computer skills with proficiency with a variety of software including Microsoft Office Suite and databases.

What Will Give You The Edge?

• Construction industry experience.
• Prior experience with a construction project management software platform.

Additional Information

Employee Type: Cover

Position Number: 10808012

Classification: USW, Local 4120 Salary: Band 4

USW Local 4120 Wage Grid

• Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date

10/30/2025

Closing Date

11/06/2025