Project Administrator

Gateway Mechanical; Edmonton; On-site; CAD 65,000 - 90,000; Full time

Job summary

Gateway Mechanical is seeking a Project Administrator to keep multiple projects moving, align stakeholders, and maintain meticulous documentation. The role demands a proactive, self-starting approach and accountability for delivering on commitments.

Ideal candidates will excel in a fast-paced environment, manage conflicting priorities, and drive process improvements while maintaining strong collaboration with project managers, operations, technicians, and vendors.

Qualifications

• Minimum 3 years of project administration or coordination experience.
• Advanced proficiency with Microsoft 365 applications, especially Excel, Outlook, Word and Teams.
• Strong organizational, communication, and time-management skills.
• Ability to manage multiple priorities in a high-volume environment.
• Proven initiative, accountability, and ability to deliver with minimal supervision.
• Experience in construction, service, maintenance, facilities management, trades, or similar projects.

Responsibilities

• Coordinate project activities, deliverables, documentation, and communications to support successful project execution.
• Act as a central point of contact between project managers, operations teams, technicians, vendors, clients, and other stakeholders.
• Track project milestones, deadlines, and outstanding action items to ensure projects remain on schedule.
• Prepare reports, spreadsheets, meeting minutes, project summaries, and supporting documentation.
• Follow up on outstanding information, approvals, deliverables, and commitments, ensuring nothing falls through the cracks.
• Identify and proactively address roadblocks, risks, and potential project delays.
• Maintain accurate project records, documentation, and tracking systems.
• Support the development, implementation, and continuous improvement of project administration processes.
• Facilitate communication across multiple departments to ensure alignment and accountability.
• Escalate issues appropriately when timelines, commitments, or project requirements are at risk.

Skills

Project coordination

Time management

Communication

Initiative & accountability

Multitasking in high-volume env

Construction/Facilities experience

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Job description

Are you the person who naturally takes the bull by the horns when something needs to get done? Do you thrive in a fast-paced environment where priorities shift, deadlines are tight, and every day presents a new challenge?

We are seeking a highly organized, proactive, and driven Project Administrator who excels at keeping projects moving, stakeholders aligned, and details under control. This is not a role for someone who waits for direction. We are looking for a self-starter who anticipates needs, takes ownership, relentlessly follows through, and isn't afraid to hold others accountable for delivering on their commitments.

The successful candidate will serve as a key coordination point across multiple projects, ensuring information flows efficiently, deadlines are met, and project teams remain focused on execution. They will have the confidence to ask questions, challenge assumptions, elevate issues when required, and persistently pursue the information, approvals, and documentation necessary to drive projects forward.

Key Responsibilities

• Coordinate project activities, deliverables, documentation, and communications to support successful project execution.
• Act as a central point of contact between project managers, operations teams, technicians, vendors, clients, and other stakeholders.
• Track project milestones, deadlines, and outstanding action items to ensure projects remain on schedule.
• Prepare reports, spreadsheets, meeting minutes, project summaries, and supporting documentation.
• Follow up on outstanding information, approvals, deliverables, and commitments, ensuring nothing falls through the cracks.
• Identify and proactively address roadblocks, risks, and potential project delays.
• Maintain accurate project records, documentation, and tracking systems.
• Support the development, implementation, and continuous improvement of project administration processes.
• Facilitate communication across multiple departments to ensure alignment and accountability.
• Escalate issues appropriately when timelines, commitments, or project requirements are at risk.

Communication & Stakeholder Coordination

Exceptional written and verbal communication skills with the ability to build strong working relationships across all levels of the organization. Acts as a trusted point of coordination between project managers, technicians, vendors, clients, and internal stakeholders, ensuring information is communicated accurately, professionally, and on time.

Initiative & Ownership

A proactive self-starter who identifies what needs to be done and takes action without waiting for direction. Takes ownership of challenges, drives issues to resolution, and consistently looks for ways to contribute beyond their core responsibilities.

Accountability & Persistence

Understands that project success often depends on obtaining timely information from others and is relentless in pursuing the updates, approvals, documentation, and decisions required to keep projects moving forward.

Thrives in a dynamic environment where priorities can change quickly. Remains flexible, resourceful, and focused while balancing shifting demands and competing priorities.

Critical Thinking & Problem Solving

Strong analytical skills with the ability to assess situations, identify risks, gather information, and evaluate options before determining the best course of action. Proactively identifies issues and develops practical solutions before they impact project outcomes.

Successfully manages multiple projects, requests, deadlines, and competing priorities simultaneously. Able to shift focus quickly while maintaining organization, continuity, and attention to detail.

Deadline Driven

Demonstrates exceptional organizational and time-management skills with a strong sense of urgency. Consistently delivers high-quality work within tight deadlines and keeps projects progressing toward key milestones.

Advanced working knowledge of Microsoft Excel, Word, Outlook, and Teams. Utilizes technology effectively to manage project documentation, communication, reporting, tracking, scheduling, and collaboration.

Process Discipline & Continuous Improvement

Committed to creating, updating, and following process, procedures and ensuring compliance with project requirements. Comfortable holding others accountable to agreed-upon processes and standards while proactively identifying opportunities to improve efficiency, workflow, and execution.

Influence & Follow-Through

Does not accept incomplete answers or unresolved issues. Demonstrates the professional persistence required to follow through on commitments, obtain results, and keep projects advancing. Knows when to collaborate, when to escape, and when to push for action.

What Success Looks Like

• Projects remain organized, on schedule, and well-coordinated.
• Stakeholders receive timely, accurate, and actionable information.
• Risks and roadblocks are identified and addressed before they impact project outcomes.
• Team members are held accountable for their commitments and deliverables.
• Critical information, approvals, and decisions are obtained quickly and efficiently.
• Administrative processes are continuously improved to support operational excellence.
• Project managers and stakeholders trust you to take ownership, solve problems, and make things happen.

Qualifications

• Minimum 3 years of project administration, project coordination, operations administration, or related experience.
• Advanced proficiency with Microsoft 365 applications, particularly Excel, Outlook, Word, and Teams.
• Strong organizational, communication, and time-management skills.
• Demonstrated ability to manage multiple competing priorities in a high-volume environment.
• Proven track record of taking initiative, driving accountability, and delivering results with minimal supervision.
• Experience working in construction, service, maintenance, facilities management, trades, or project-based environments is considered a valuable asset.

Why This Role?

This role is ideal for someone who thrives on ownership, enjoys solving problems, and takes pride in getting things done. If you're energized by a fast-moving environment, can confidently keep people accountable, and are relentless in driving projects to completion, you'll find tremendous opportunity to make an impact here. We are looking for someone who doesn't wait for things to happen, but makes them happen.