Project Administrator

Exergy-Solutions-Inc.; Calgary; On-site; CAD 52,000 - 76,000; Full time

Job summary

Exergy Solutions Inc. is seeking a meticulous Project Administrator to support Project Managers and Engineers at our Calgary facility.

You will manage daily administrative tasks, document control, and formatting across engineering and fabrication projects, ensuring accuracy and timely delivery. Ideal candidates will have post-secondary education in a related field and strong MS Office and SharePoint skills, with excellent communication and organizational abilities to thrive in a fast-paced

Qualifications

• Post-secondary education in business administration, communication, records management or related field is required.
• Strong command of Microsoft Office Suite (Excel, Word, PowerPoint) and SharePoint.
• Excellent organizational, time-management, written and verbal communication skills.

Responsibilities

• Support Project Managers, Project Engineers and teams with daily administrative tasks.
• Handle document control tasks, document creation and formatting across projects.
• Coordinate document lifecycle, version control and archival of project records.
• Assist with project delivery documentation and transmittals as needed.

Skills

Time management

Attention to detail

Communication skills

Independent work

Education

Post-secondary education in business administration, communication, records management or related field

Tools

Microsoft Excel

Microsoft Word

PowerPoint

SharePoint

AI tools

Job description

MEET EXERGY!

At Exergy Solutions, we accelerate industrial innovation through specialized Advisory and Engineering services. Our agile team partners with clients to deliver practical, fast‑paced solutions that support operational excellence, advance new technology, and drive progress towards our client’s goals. From strategic consultation to hands‑on manufacturing, we work across the project lifecycle and redefine what’s possible by leveraging an operational mindset and a commitment to results.

What we offer

Advisory: Our experts lead clients through decarbonization strategies, technology integration, and process optimization. We provide the research, analysis, and guidance needed for organizations to make confident decisions in carbon capture, clean fuels, emissions abatement, and energy efficiency.

Engineering: Exergy delivers full‑cycle engineering from early‑stage studies to detailed design, procurement, and construction management. We support every phase of a project, including commissioning, optimization, and ongoing operations to ensure long‑term reliability and performance.

Our unique blend of skills, coupled with our focus on innovation, not only saves time and costs but also delivers tangible results. This integrated approach ensures that our clients remain at the forefront of technological advancements and sustainable practices in the energy sector.

ABOUT THE ROLE

Reports to:Director PMO

Exergy is seeking a Project Administrator with exceptional organizational skills, time management, written/verbal communication and attention to detail. The ideal candidate will support all project related administrative tasks with the focus being on offloading project managers and project engineers of Administrative tasks allowing them to focus on managing the technical and daily execution of engineering and fabrication of projects. This is a full‑time employment position at our facility fabrication location located in Quarry Station.

KEY RESPONSIBILITIES

At Exergy, our work is often challenging yet fulfilling. We pride ourselves in thinking outside the box, offering unique problem solving and sound technical expertise, while exhibiting agility in project execution. The key responsibilities are as follows:

The Project Administrator supports Project Managers, Project Engineers and Project Teams by handing daily administrative tasks and needs for ongoing projects including Document Control Tasks, Document Creation, and Formatting.

The key responsibilities of this role are as follows:

Project Administration Support:

• Administration of Projects in the company’s project management system (Harvest & Smartsheets).
• Administration of documents and file systems for projects in SharePoint

Document Control Support:

• Document Lifecycle Management: Oversee and coordinate the creation of, review of, squad checks, approval, distribution, and archival of project documentation including drawings, project deliverables, correspondence and document control records from start to finish and in a timely manner.
• Version & Revision Control: Verify to ensure all teams and stakeholders use only the most current, approved document revisions while archiving superseded files.
• Quality & Compliance Checks: Review incoming and outgoing documentation to verify proper formatting, metadata, naming conventions, and alignment with Exergy and client requirements and maintain the integrity, security, and version control of master project documents and records.
• Audit Support: Support the development and administration of Project Deliverables Lists, Document Distribution Matrices, Document Control Plans, and project turnover documentation within the Project Execution Plans.
• Stakeholder Coordination: Process transmittals, handle information requests from contractors and engineering teams, and track project turnover packagers.

Document Creation and Formatting Support:

• Layout & Styling: Assist the team in applying uniform fonts, line spacing, margins, and column structures across every page in a document.
• Structure & Hierarchy: Fix broken heading styles, multi‑level clause numbering, page numbering, and table of contents generation.
• Table & Figures: Align and format charts, graphs, data tables, and image captions for visual clarity.
• Brand & Template Alignment: Create, edit, and update key document templates to be used across the Company to ensure cohesive and consistent document submissions across projects. Transform raw notes, drafts, or PDF conversions into custom corporate templates.
• Proofreading & Clean‑up: Correct basic grammar, spelling, typography errors, and mixed‑author styling conflicts.
• Perform other related duties as assigned.

QUALIFICATIONS

At Exergy, critical thinking and a passion for new technologies is part of our DNA. We are driven by a desire to help our clients advance their innovation initiatives and objectives. In this role, it is required to be technically proficient, proactive, detail oriented with a positive attitude and effective communication skills. Candidates for this position will possess the qualifications outlined below:

Minimum Requirements:

• Post‑secondary education in business administration, communication, records management or a related field
• 2 to 5+ years of hands‑on experience in document controls, records management, or administrative support within engineering, and fabrication is an asset
• Strong command of Microsoft Office Suite (Excel, Word, PowerPoint, SharePoint)
• Extreme attention to detail
• Strong organizational and time‑management skills
• Clear written/verbal communication
• Ability to work independently under tight project deadlines
• Experience in working within and engineering environment is an asset
• Ability to learn to use AI and other new software programs is also an asset
• Work collaboratively within and interdisciplinary team

COMPENSATION

To be discussed during the hiring process.

BENEFITS

We offer a comprehensive benefits program.

PHYSICAL DEMAND & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This successful candidate must have position is a combination office / workshop environment located in Calgary, Alberta. Any additional site‑specific training and certifications required will be provided.