Project Administrator

Ainsworth; Calgary; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work model

Competitive benefits

RSP matching

Job summary

GDI Ainsworth is seeking a project administrator and service coordinator for a hybrid role based in Calgary. You will support Project Managers, dispatch technicians, and act as a liaison between the project and service divisions to manage quotes and work orders.

The role emphasizes strong organizational skills, effective communication, and the ability to adapt to changing priorities while collaborating across departments.

Qualifications

• Post-secondary education in a related field or equivalent experience.
• 3+ years of experience in project administration and/or service coordination roles.
• Familiarity with project management software (Procore, SharePoint, Viewpoint) and MS Office Suite (Excel essential).
• Strong organizational skills with ability to prioritize and meet deadlines under pressure.
• Excellent communication and interpersonal skills for client and internal team interactions.
• Ability to adapt to changing priorities and work collaboratively across departments.

Responsibilities

• Support Project Managers by coordinating administrative tasks and documentation.
• Act as intermediary between project team and service division for quoted work orders.
• Coordinate and dispatch technicians for service-related project work with the Labour Foreman.
• Create and distribute work orders, update systems, and keep clients informed of status.
• Review timesheets and completed work orders for accuracy and billing readiness.
• Maintain strong client communication to resolve escalations and ensure service quality.

Skills

Communication

Organizational skills

Adaptability

Team collaboration

MS Office

Education

Post-secondary education

Tools

Procore

SharePoint

Viewpoint

Excel

Job description

If you thrive in a team-oriented workplace that challenges your skills, to drive your career development, embraces diversity and rewards innovation, with competitive pay and great employee programs, join the GDI Ainsworth team today!

Job Summary

This hybrid role combines responsibilities of Project Administration and Service Coordination with a focus on supporting projects and service-related work. The individual will provide administrative support to Project Managers while also acting as an intermediary between the project team and the service division for quoted work orders. This includes coordinating and dispatching technicians for service-related project work in collaboration with the Labour Foreman, ensuring smooth communication and efficient execution of both project and service tasks.

Key Responsibilities

Project Administration Duties

• Work closely with Project Managers, Estimators, Sales, and Site Superintendents to minimize their administrative workload.
• Manage change order entry, documentation, and ensure timely communication to stakeholders.
• Draft meeting minutes, contracts, and correspondence.
• Maintain accurate project documentation including RFIs, shop drawings, and tracking logs.
• Generate and manage Subcontract Agreements, ensuring compliance with insurance and bonding requirements.
• Organize project files per company standards and assist with O&M manuals and As-Built drawings at closeout.
• Attend project meetings and distribute minutes.
• Expedite information flow between owners, consultants, contractors, and suppliers.

Service Coordination Duties

• Act as the initial point of contact for service-related sheet metal work generated through the service division.
• Coordinate and dispatch technicians for project related service work in collaboration with the Labour Foreman (foreman directs labor allocation).
• Create and distribute work orders, update systems, and ensure clients are informed of work status.
• Track subcontractor work orders, generate purchase orders, and ensure timely execution of service work.
• Review daily timecards and completed work orders for accuracy and readiness for billing.
• Maintain strong client communication to resolve escalations and ensure service quality.
• Support field staff and provide guidance to ensure professional and efficient completion of work.

Qualifications

• Post-secondary education in a related field or equivalent experience.
• 3+ years of experience in project administration and/or service coordination roles.
• Familiarity with project management software (Procore, SharePoint, Viewpoint) and MS Office Suite (Excel essential).
• Strong organizational skills with ability to prioritize and meet deadlines under pressure.
• Excellent communication and interpersonal skills for client and internal team interactions.
• Ability to adapt to changing priorities and work collaboratively across departments.

Why work at GDI Ainsworth?

GDI Ainsworth is growing at an unprecedented rate and to help attract and retain top talent, we provide benefits on your first day with us. We offer a wide variety of benefits including the following:

Benefits

• Comprehensive health, dental and medical benefits, including wellness supports, RSP matching and generous vacation
• Service milestones and peer recognition plus Employee Discounts and Incentives
• Hybrid working models, where applicable
• An inclusive organization that embraces diversity and belonging; work in a great team atmosphere with future potential for promotion within company

While we appreciate all applications we receive, we advise that only candidates under consideration will be contacted.

GDI Ainsworth is committed to building a diverse and inclusive workplace. Qualified designated group members are encouraged to apply as any reasonable accommodation of qualifications will be considered as per our Accommodation Policy, available upon request.

GDI Ainsworth is an integrated multi-trade company, offering end-to-end services and solutions for all asset maintenance and refurbishment requirements of our customers. We are continually striving to create better and more advanced products as well as provide the highest quality service. We are rapidly growing and need talented professionals to help drive our vision at becoming the best multi-trade company in the country! Join us…. Make a difference.