Project Administrator

Aecon Group Inc.; Quebec; On-site; CAD 45,000 - 65,000; Full time

Job summary

Aecon Group Inc. on-site project administrator role in Canada supports project execution with strong administrative discipline. You will manage time entry, daily LEMs, billing support, and cost tracking while coordinating with the project team, suppliers, and subcontractors.

A proactive, organized candidate with solid MS Office skills is essential. Responsibilities include meetings coordination, onboarding assistance, travel arrangement when needed, and meticulous record-keeping to ensure

Qualifications

• Proven MS Office proficiency (Word, Excel, Outlook) required.
• Strong written and verbal communication skills.
• Excellent time management and prioritization abilities.
• Self-motivated, organized, and reliable.
• Willingness to travel and rotate shifts as needed.

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 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 (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 travel, accommodation, and site access coordination
• Maintain and organize project records, files, and correspondence
• Ensure documents stored per project structure

Skills

Communication skills

Time management

Organizational skills

Teamwork

Adaptability

Tools

MS Office

Job description

Come Build Your Career at Aecon!

As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive! We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.

At Aecon, you can count on:

• Safety Always. Our number one core value. If we can’t do it safely, we don’t do it at all.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide equitable opportunities for everyone.

We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us!

At Aecon we:

• Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being.
• Believe in helping you build your career through our Aecon University and Leadership Programs.
• Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
• Are a leader in sustainable construction. With a strong commitment to operating responsibly by minimizing our impact on the environment and surrounding communities.

Our business success relies on strong execution and continuous improvement - driven by the diversity, expertise and teamwork of our people. We’re always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community!

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 supportClient/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.

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.