Project Administrator

Ainsworth Inc; Calgary; Hybrid; CAD 60,000 - 90,000; Full time

Benefits offered by this job

Health & dental benefits

Hybrid working model

Employee discounts

Job summary

GDI Ainsworth in Calgary, Alberta is seeking a hybrid Project Administration & Service Coordination professional to support Project Managers and coordinate service-related work orders.

The role involves drafting documentation, maintaining project records, and dispatching technicians in collaboration with the Labour Foreman to ensure smooth execution of project tasks and service activities.

Qualifications

• Post-secondary education or equivalent experience in a related field.
• 3+ years in project administration or service coordination roles.
• Familiarity with Procore, SharePoint and Viewpoint; Excel essential.

Responsibilities

• Collaborate with Project Managers, Estimators, Sales and Site Superintendents to reduce administrative workload.
• Manage change orders, documentation and stakeholder communications.
• Draft meeting minutes, contracts and correspondence.
• Maintain project documentation including RFIs, shop drawings and tracking logs.
• Generate and manage Subcontract Agreements, ensuring insurance and bonding compliance.
• Organize project files and assist with closeout documentation.
• Attend project meetings and distribute minutes.
• Coordinate and dispatch technicians for service-related work.
• Track subcontractor work orders and ensure timely execution of service work.
• Review timecards and completed work orders for billing readiness.
• Maintain strong client communication to resolve escalations.

Skills

Organizational skills

Communication skills

Team collaboration

Education

Post-secondary education or equivalent

Tools

Procore

SharePoint

Viewpoint

MS Office

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?

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
• 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