Project Administrative Assistant

ACI Worldwide; Toronto; Hybrid; CAD 52,000 - 68,000; Full time

Benefits offered by this job

RRSP with up to 5% employer matching

Hybrid work model for corporate roles

Employee stock ownership program

Career growth through real development

Transit pass reimbursement

Minimum 4 weeks of vacation from day 1

Job summary

Pomerleau Construction is seeking a Project Administrative Assistant to support the WAHA Project team on a $2 billion project in Canada. You will manage project documentation, meeting schedules, and assist with coordinating project resources.

You will proactively communicate with team members, trade partners, consultants, and clients, maintain document control systems, assist with drafting letters, and help manage invoicing and office operations in a fast-paced construction environment.

Qualifications

• 2+ years of administrative experience in a similar role
• Post-secondary education in Office or Legal Administration
• Experience with construction, estimating and/or knowledge of contracts is preferred
• Ability to multitask in a fast-paced environment
• Strong written and verbal communication skills
• Proven organizational skills and keen attention to detail
• Proficiency in Microsoft Office Suite and Bluebeam
• Knowledge of Smartbid and CMiC is an asset

Responsibilities

• Proactively communicate and maintain open lines of communication with team members, trade partners, consultants and clients, providing exceptional client service.
• Maintain and use our internal technology systems to manage project documentation.
• Draft and finalize contract award letters and key project documents.
• Ensure information is updated and distributed accurately across the team.
• Maintain shop drawings, RFIs, material purchase orders, change notices, and project completion documents.
• Update project presentations to reflect changes in scope or schedule.
• Oversee project invoicing and coordinate with Accounts Payable.
• Support overall office operations to maintain an organized, efficient workplace.

Skills

2+ years admin experience

Strong multitasking

Excellent written and verbal skills

Detail oriented

Education

Post-secondary education in Office or Legal Administration

Tools

Microsoft Office Suite

Bluebeam

CMiC

Smartbid

Job description

Ready to build your career? We want to hear from you.

As a Project Administrative Assistant working on the WAHA Project team at Pomerleau Construction, you will play a key role in supporting the project team(s) with key administrative tasks. Working on $2 billion project, you will support the maintenance of project documentation, meeting schedules, and assisting with the coordination of project resources.

What you will do:

• Proactively communicate and maintain open lines of communication when working with team members, trade partners, consultants and clients, providing exceptional client service.
• Take pride in using and maintaining our innovative internal technology systems to maintain project documentation.
• Diligently assist with key documentation and drafting of contract award letters.
• You are a stickler for detail and consistently ensure that key information is updated and distributed accordingly.
• Utilize your passion for organization through the maintenance of shop drawings, RFI’s, material purchase orders, change notice quotes and project completion documents.
• Proactively adapt to all project changes, updating project presentations accordingly.
• Take charge of our project invoicing and ensure the successful transmission to our Accounts Payable team.
• Support overall office operations by maintaining an organized, efficient workspace and assisting with administrative tasks to ensure smooth day‑to‑day functioning.

Requirements

• This role could be for you if you have2+ years of administrative experience in a similar role
• Post‑secondary education in Office or Legal Administration, or a combination of education and industry experience
• Experience with construction, estimating and/or knowledge of contracts is preferred
• Ability to work in a fast‑paced environment using strong multitasking and prioritization skills
• Solid written and verbal communication skills
• Proven organizational skills and a keen attention to detail
• Proficiency in Microsoft Office Suite and Bluebeam
• Knowledge of Smartbid and CMiC is an asset

Benefits

• RRSP with up to 5% employer matching
• Hybrid work model for corporate roles
• Employee stock ownership program
• Career growth through real development opportunities
• Transit pass reimbursement — get to work for free
• Minimum 4 weeks of vacation from day one

For the past six years, we've proudly held the distinction of being one of Canada's Top 100 Employers.

The expected compensation range posted for this role applies to available work locations in Ontario and/or British Columbia. Offered compensation may vary from the posted range based on a candidate’s relevant skills, experience, qualifications, geographic location, and the final job for which they are hired.Please view this job on Pomerleau’s official Career Site if the posted compensation range is unavailable on a third‑party job board.

Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work.