Project Administrator

SITE Ltd.; Edmonton; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Camp accommodations

RRSP program

Job summary

SRG is seeking an experienced Project Administrator to support ongoing construction, maintenance, turnaround, and expansion activities at a major SAGD facility in Northern Alberta. This is a site-based role working directly with Project Managers, Construction Managers, Superintendents, General Forepersons, payroll, HR, accounting, and client representatives.

The successful candidate will play a key role in keeping day-to-day project administration accurate, organized, and moving efficiently,

Qualifications

• Previous experience as a Project Administrator or similar role within industrial construction.
• Experience at SAGD, oilsands, refinery, upgrader, petrochemical, pipeline or major industrial facility preferred.
• Experience preparing and processing LEMs, timekeeping, cost coding, and onboarding is strongly preferred.
• Strong working knowledge of Microsoft Excel, Word, Outlook, and Teams.
• Excellent attention to detail with the ability to enter, review, reconcile and follow up on data.
• Strong organizational, document-management, written and verbal communication skills.

Responsibilities

• Prepare, review, reconcile, and submit Labour, Equipment and Material (LEM) documentation.
• Collect and verify daily employee hours from supervisors and field leadership.
• Confirm labour hours are charged to the correct project, work order, purchase order, cost code, discipline, and work package.
• Verify equipment and vehicle usage prior to LEM submission and maintain supporting backup documentation.
• Identify missing hours, incorrect cost codes, duplicate entries, or other discrepancies before submission.
• Assist Project Management with daily, weekly, and monthly cost reconciliation, progress billing support, and client-required backup.
• Maintain organized records of signed and approved LEMs and work with payroll, accounting, supervision, and project management to resolve discrepancies.

Skills

Excel

Organizational skills

Attention to detail

Communication

Independence

Tools

MS Office

Word

Outlook

Teams

Job description

SRG is seeking an experienced Project Administrator to support ongoing construction, maintenance, turnaround, and expansion activities at a major SAGD facility in Northern Alberta. This is a site-based role working directly with Project Managers, Construction Managers, Superintendents, General Forepersons, payroll, HR, accounting, and client representatives. The successful candidate will play a key role in keeping day-to-day project administration accurate, organized, and moving efficiently. Strong experience with LEMs, onboarding, hire-ons, timekeeping, cost coding, workforce administration, documentation, and reporting is highly valued.

Responsibilities

• Prepare, review, reconcile, and submit Labour, Equipment and Material (LEM) documentation.
• Collect and verify daily employee hours from supervisors and field leadership.
• Confirm labour hours are charged to the correct project, work order, purchase order, cost code, discipline, and work package.
• Verify equipment and vehicle usage prior to LEM submission and maintain supporting backup documentation.
• Identify missing hours, incorrect cost codes, duplicate entries, or other discrepancies before submission.
• Assist Project Management with daily, weekly, and monthly cost reconciliation, progress billing support, and client‑required backup.
• Maintain organized records of signed and approved LEMs and work with payroll, accounting, supervision, and project management to resolve discrepancies.

Employee Onboarding & New Hire Administration

• Coordinate site onboarding, mobilization, and new hire processing for incoming employees.
• Verify completion of company onboarding, site orientation, safety training, drug and alcohol testing, trade qualifications, certifications, and client‑specific requirements.
• Maintain employee onboarding and mobilization trackers, including start dates, rotations, arrivals, transfers, and demobilizations.
• Coordinate camp, flight, site access, security badge, and orientation requirements where applicable.
• Ensure new employees are properly entered into applicable company and client systems.
• Process employee transfers, status changes, rate changes, offboarding, and demobilization documentation as required.

Workforce Administration

• Maintain accurate site manpower lists, daily headcounts, crew lists, and organizational charts.
• Track employees by trade, classification, supervisor, project, area, shift, and rotation.
• Assist management with manpower forecasting, workforce planning, upcoming vacancies, and crew mobilization requirements.
• Track vacation, scheduled days off, absences, employee availability, travel changes, and shift changes.
• Maintain records of employee tickets, qualifications, and expiry dates and notify supervision of upcoming expirations.
• Coordinate with recruitment and field leadership regarding hire‑ons and upcoming manpower needs.

Project Documentation & Reporting

• Maintain project filing systems and organized electronic and hard‑copy records.
• Assist with Daily Construction Reports, manpower reports, equipment reports, weekly reports, cost reports, productivity reports, and workforce summaries.
• Collect daily field information from Superintendents, General Forepersons, and other field leadership.
• Maintain project trackers, action‑item registers, distribution lists, correspondence, and meeting minutes.
• Assist with document control and ensure current project forms, procedures, templates, and records are available to the team.
• Prepare and distribute project meeting packages, spreadsheets, presentations, and client‑requested administrative information.

Purchase Orders, Equipment & Project Support

• Assist with tracking purchase orders, project authorization numbers, field purchase requests, and supporting documentation.
• Maintain equipment, vehicle, and rental lists and support equipment mobilization and demobilization tracking.
• Assist with tracking materials, consumables, miscellaneous project purchases, and supporting reimbursable documentation where applicable.
• Coordinate administrative documentation with procurement, accounting, payroll, and project controls.

General Site Administration

• Provide day‑to‑day administrative support to the Project Manager, Construction Manager, Superintendents, and field leadership.
• Maintain professional communication with employees, client representatives, internal departments, and external service providers.
• Coordinate meetings, project correspondence, document distribution, scanning, filing, and record retention.
• Maintain confidentiality of employee, payroll, commercial, and project information.
• Support additional administrative requirements necessary for safe and successful project execution.

Requirements

• Previous experience as a Project Administrator, Construction Administrator, Site Administrator, Project Coordinator, Timekeeper, or similar role within industrial construction.
• Experience at a SAGD, oilsands, refinery, upgrader, petrochemical, pipeline, or major industrial facility is strongly preferred.
• Experience preparing and processing LEMs, construction timekeeping, cost coding, and workforce onboarding is strongly preferred.
• Strong working knowledge of Microsoft Excel, Word, Outlook, and Teams.
• Strong Excel skills and the ability to work confidently with project trackers and large amounts of information.
• Excellent attention to detail with the ability to accurately enter, review, reconcile, and follow up on data.
• Strong organizational, document‑management, written, and verbal communication skills.
• Ability to prioritize changing requirements and work independently in a fast‑paced construction environment.
• Highly organized, detail‑oriented, reliable, and accountable.
• Comfortable working directly with field personnel and management.
• Able to manage several priorities at once and follow issues through to resolution.
• Professional when dealing with employees, client representatives, payroll, recruitment, accounting, and leadership.
• Proactive and able to identify administrative gaps before they become project problems.
• Must pass a pre‑employment drug and alcohol test, including cannabis

Key Highlights

• Competitive and comprehensive compensation package with matching RRSP program.
• Camp accommodations
• This opportunity provides the chance to work at an established Alberta SAGD facility supporting a long‑term program of construction, maintenance, turnaround, and expansion work. The Project Administrator will be an important member of the site leadership and project execution team with exposure to multiple construction disciplines and all stages of project execution.

Company Overview

SITE Resource Group Limited Partnership ("SRG") excels in providing comprehensive solutions from initial conception to project completion, adeptly handling the construction, maintenance, and reclamation of assets across a broad spectrum of industries. Our expertise spans four primary service lines: Infrastructure & Maintenance, Environmental & Civil, Piling & Foundations, and Vegetation Management. Operating extensively in Canada and Puerto Rico, we serve a variety of sectors, including oil and gas, SAGD, mining, renewable energy (wind and solar), upstream and downstream facilities, pipeline projects, power transmission and distribution, and municipal, federal, and provincial initiatives, as well as agriculture and private ventures.

With over 1,000 pieces of equipment and a dedicated team of professionals, SRG is well‑equipped to execute projects of all sizes, across all sectors. More than just service providers, we are committed to creating significant and sustainable impacts in the communities we serve by investing in local talent and forming lasting partnerships.

At SRG, our operations are guided by our core values:

“PEOPLE FIRST, ALWAYS”

“WE STAND TOGETHER”

“WE LISTEN”

“WE LEAD”

These principles drive our mission to build a sustainable energy future, ensuring that both our projects and our practices have a lasting positive impact.

* At SRG we are committed to diversity and inclusion and encourage all qualified individuals to apply, regardless of race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status, or any other characteristic protected by law.