Project Administrator

Thomas Cavanagh Construction Limited; Ontario; On-site; CAD 55,000 - 70,000; Full time

Job summary

A leading construction company in Ontario is seeking a meticulous Project Administrator to enhance their project operations. The ideal candidate will support project managers, streamline administrative processes, and communicate with stakeholders. This temporary position offers potential for permanence, making it an exciting opportunity for the right professional.

Benefits

Family, people-centric culture

Training and development opportunities

Benefit, Wellness and Pension Programs

Qualifications

• Experience in administration within the construction sector or related industry.
• Proficiency with Microsoft Office Suite and project management tools.
• Strong attention to detail with excellent organizational skills.

Responsibilities

• Provide administrative support to project managers and teams.
• Verify payroll and assist with invoice processing.
• Maintain digital and physical project records.

Skills

Attention to detail

Organizational skills

Communication skills

Multitasking

Education

Minimum 2 years of experience in an administrative role

Tools

Microsoft Office Suite

Project management systems (e.g., Rhumbix, Vista, SharePoint)

Job description

Project Administrator

Location: 115 Walgreen Road (Carp, Ontario)

Founded in 1953, Thomas Cavanagh Construction has continued to set the standard for quality construction and materials in Eastern Ontario. With our strategically located pits and quarries, our unmatched fleet of trucks and heavy equipment, our state-of-the-art facilities, and our dedicated employees, Thomas Cavanagh Construction has earned a reputation as one of Ottawa’s most trusted and respected contractors.

We are seeking a highly organized and detail-oriented Project Administrator to join our team. As a Project Administrator, you will play a crucial role in supporting our construction projects by overseeing administrative tasks and ensuring smooth project operations. You will work closely with project managers, contractors, and other stakeholders to ensure efficient project coordination and timely completion.

This is a full-time temporary position to cover a maternity leave, anticipated to last approximately one year. There is potential for this role to transition into a permanent position based on performance and organizational needs.

Duties and Responsibilities:

• Provide day-to-day administrative support to Project Managers and the project team throughout the project lifecycle.
• Verify field payroll submissions against electronic submissions (Rhumbix), ensuring accuracy of hours, equipment use, and phase coding.
• Support invoice processing, including validation against purchase orders, cost coding, and supplier communication for discrepancies.
• Assist with subcontractor payment files and compliance tracking (WSIB, insurance, stat decs).
• Maintain accurate digital and physical records including project binders, correspondence, reports, and site documentation.
• Assist in the preparation and distribution of project-related communications such as meeting minutes, residential notices, and notices of project.
• Participate in project hand-off meetings and contribute to ongoing cost tracking, accruals, and AR follow-up reporting.
• Help monitor and organize field documents including aggregate/asphalt tickets and equipment rental slips.
• Coordinate and support the use of internal systems such as Vista, SharePoint, Rhumbix, and Concur for efficient project execution.
• Support job cost adjustments and cost code setups as directed by the Project Manager.

Qualifications:

• Minimum 2 years of experience in an administrative role, preferably in construction, engineering, or a related industry.
• Strong attention to detail, organizational skills, and ability to prioritize effectively under pressure.
• Proficiency with Microsoft Office Suite; familiarity with project management or construction systems (e.g., Rhumbix, Vista, SharePoint) is an asset.
• Strong communication skills, both written and verbal.
• Collaborative and proactive attitude with a willingness to support multiple project teams.

Requirements:

• Proven experience in administration or a similar role.
• Proficiency in Microsoft Office Suite Programs
• Strong organizational skills with excellent attention to detail.
• Exceptional verbal and written communication abilities.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.

Cavanagh Employee Benefits:

• Family, people-centric culture
• Safe and healthy workplace, promoting well being
• Attractive, competitive compensation for qualified candidates
• Internal growth opportunities
• Training and development opportunities
• Benefit, Wellness and Pension Programs

The above statements are intended to describe the general nature and level of work being performed by people assigned to the classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.