Project Administration Specialist

WinAir; London; On-site; CAD 60,000 - 80,000; Full time

Job summary

A dynamic SaaS company in Ontario is looking for a Project Administration Specialist to support project organization and communication. The ideal candidate will have at least 3 years of experience in project administration, demonstrate strong organizational and communication skills, and be proactive in maintaining project momentum. The role offers flexibility in working arrangements and a comprehensive benefits package.

Benefits

Competitive compensation package

Extended healthcare

Flexible work schedule

Team-building events

Quarterly Town Hall meetings

Qualifications

• Minimum 3 years of experience in project administration or operations.
• Experience in a technical SaaS environment is an asset.

Responsibilities

• Maintain project timelines, deliverables, and task lists.
• Track progress and follow up on action items.
• Serve as a central point of contact for project communication.
• Document and communicate decisions and next steps.

Skills

Strong organizational and time-management skills

Excellent written and verbal communication abilities

Confidence engaging with all levels of the organization

Proficiency in project management tools like Jira or Confluence

High attention to detail

Ability to give constructive feedback

Adaptable to changing priorities

Reliable with strong follow-through

Education

Minimum 3 years of experience in project administration

Experience within a SaaS or technical environment

Tools

Jira

Confluence

Job description

The Project Administration Specialist supports the Director of Product and Support by maintaining project organization communication and progress across multiple initiatives. This role plays a key part in keeping projects on track and aligned with company priorities ensuring timelines and deliverables are met. The ideal candidate is proactive detail-oriented and capable of making operational decisions that help maintain project momentum. They thrive in a dynamic environment communicate clearly and foster collaboration across teams to ensure efficient and effective project execution. This position also performs additional duties as required to support the goals of the Product and Support department.

Responsibilities

• Project Organization & Coordination
  Maintain project timelines, deliverables, and task lists to ensure ongoing visibility and accountability.
• Track progress and follow up on action items ensuring deadlines are met and priorities are clear.
• Identify potential delays or issues early and propose practical solutions to keep projects on track.
• Administrative & Reporting Support
  Maintain organized project documentation, reports, and dashboards.
• Assist with scheduling, meeting preparation, and follow-ups to support the Director's efficiency.
• Help prioritize activities and resources to align with departmental and organizational goals.
• Communication & Collaboration
  Serve as a central point of contact between the Director of Product and Support and project team members.
• Keep the Director informed with regular updates on project status, risks, and milestones.
• Facilitate open and constructive communication within teams ensuring clarity of expectations and outcomes.
• Provide honest professional feedback to both the Director and team members to support continuous improvement.
• Decision Support & Initiative
  Exercise sound judgment in making small operational decisions when required.
• Proactively follow up on outstanding items and coordinate next steps to maintain project progress.
• Document and communicate decisions, next steps, and deliverables effectively.

Qualifications

• Education & Experience
  Minimum 3 years of experience in project administration, operations, or a similar coordination role. Experience within a SaaS or technical environment is an asset.
• Skills & Aptitudes
  Strong organizational and time‑management skills.
  Excellent written and verbal communication abilities.
  Confidence engaging with all levels of the organization including cross‑functional teams and senior leadership.
  Proficiency in project management and communication tools (e.g., Jira, Confluence).
  Proactive, self‑motivated, and able to manage multiple priorities while meeting deadlines.
  High attention to detail and accuracy in documentation and reporting.
  Ability to give honest constructive feedback in a professional and supportive manner.
  Adaptable to changing priorities in a fast‑paced SaaS environment.
  Reliable with strong follow‑through and a clear sense of accountability.
  Understanding of SaaS operations or product development processes (an asset).

Environment & Physical

• Candidate must reside in Ontario, Canada.
• Work in a fast‑paced environment with changing priorities.
• Be able to work remotely and on‑site upon request.
• Be able to sit for prolonged periods.

Why Work for Us

We offer a competitive compensation package based on experience and a proven track record of success relative to the deliverables of the role. Benefits offered include extended healthcare, dental, EAP, RRSP matching, and more. We also provide a flexible work schedule, summer Friday hours, and opportunities for team‑building events and quarterly Town Hall meetings to foster teamwork and a strong long‑lasting work relationship.

To Apply

Please submit your resume and a detailed cover letter explaining your experience, knowledge, and ability toward this career path and why we need to speak with you. Thank you in advance for your interest. Only those candidates selected for an interview will be contacted.

If you require any accommodation at any point of the recruitment process, please let us know.