Project Administrator

Aecon Group Inc.; Montreal (administrative region); On-site; CAD 50,000 - 70,000; Full time

Job summary

Aecon Group Inc. is seeking a Project Administrator in Montreal, Quebec, to support project execution. Responsibilities include managing payroll entries, billing support, and maintaining project records.

The ideal candidate should have strong communication, organization, and computer skills, including proficiency in MS Office. Adaptability and a valid driver's license are also required. The company is committed to diversity and inclusion in its hiring practices.

Qualifications

• Excellent computer skills including MS Office (Word, Excel, Adobe, Outlook).
• Strong communication skills - oral and written.
• Strong time management and task prioritization skills.
• Self-motivated with good organizational skills.
• Must be open to rotational work as required.
• Adaptable to work a flexible work schedule when required.
• Ability to work with others as a team with a positive attitude.
• Ability to work away from home for extended periods.
• Valid driver's license.

Responsibilities

• Employee time entry for weekly payroll in a union environment.
• Producing daily LEMs for customer approval.
• Weekly, bi-weekly and monthly billing support.
• Client/project specific reporting and data uploads.
• Schedule meetings, prepare agendas, and take minutes.
• Support coordination between project team, suppliers, and subcontractors.
• Assist with onboarding and general site administration activities.
• Track project expenses and maintain logs for review.
• Assist with invoice tracking and filing.
• Support preparation of progress reports and cost inputs.
• Maintain organized records of Purchase Orders, Work Orders, and invoices.
• Order office and project supplies as needed.
• Support coordination of travel, accommodation, and site access.
• Maintain and organize project records, files, and correspondence.
• Ensure documents are stored in accordance with established project structure.

Job description

What Is The Opportunity?

Reporting to the Project Director or designate, the Project Administrator plays an essential role in supporting project execution.

What You'll Do Here

• Employee time entry for weekly payroll in a union environment
• Producing daily LEMs for customer approval
• Weekly, bi-weekly and monthly billing support
• Client/project specific reporting and data uploads (as required)
• Schedule meetings, prepare agendas and take minutes
• Support coordination between project team, suppliers, and subcontractors
• Assist with onboarding and general site administration activities
• Track project expenses and maintain logs for review
• Assist with invoice tracking and filing (client and subcontractors)
• Support preparation of progress reports and cost inputs (as required)
• Maintain organized records of Purchase Orders, Work Orders, and invoices
• Order office and project supplies as needed
• Support coordination of travel, accommodation, and site access (if required)
• Maintain and organize project records, files, and correspondence
• Ensure documents are stored in accordance with established project structure

What You Bring To The Team

• Excellent computer skills including MS Office (Word, Excel, Adobe, Outlook)
• Strong communication skills - oral and written.
• Strong time management and task prioritization skills.
• Self-motivated with good organizational skills.
• Must be open to rotational work as required.
• Adaptable to work a flexible work schedule when required.
• Ability to work with others as a team with a positive attitude.
• Ability to work away from home for extended periods.
• Valid driver's license.

Equal Opportunity

Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.

We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner. Through the implementation of the requirements of the ACA and its applicable regulations, appropriate accommodations will be provided upon request throughout the interview and hiring process.

As part of our commitment to fair and transparent hiring practices, Aecon may use artificial intelligence (AI) tools to assist in screening and reviewing candidates. These tools are applied responsibly and in accordance with applicable privacy laws and Aecon’s AI Usage Policy. All final decisions are made by qualified Aecon team members.