Project Administrator

BGIS; Toronto; On-site; CAD 47,000 - 59,000; Full time

Job summary

BGIS is seeking a Project Administrator in Toronto to drive project setup, documentation, tracking and close-out activities across client portfolios. You will input project information, maintain plans and meeting minutes, monitor progress and prepare reports for timely delivery.

The role requires 1–3 years in project administration, a community college diploma, and strong MS Office skills (MS Project, Excel, Outlook). PMI accreditation interest is encouraged.

Qualifications

• Community college diploma.
• 1 to 3 years of project administration or administrative work experience.
• Strong administrative and organizational skills.
• Ability to provide project administration support.
• Ability to maintain accurate data.
• Strong attention to detail and data accuracy.
• Ability to extract and compile data into reports.
• Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up.
• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications.
• Demonstrates an interest in pursuing Project Management Institute Accreditation

Responsibilities

• Inputs project information into databases and completes project set up process.
• Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
• Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
• Executes the purchase order process.
• Reconciles purchase orders to invoices to ensure accuracy.
• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
• Reviews and communicates risks to Project Managers.
• Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
• Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
• Reviews and reconciles actual project expenses against cost estimates.
• Other duties as assigned.

Skills

Administrative skills

Data extraction & reporting

Communication skills

Attention to detail

MS Office proficiency

Education

Community college diploma

Tools

MS Project

MS Excel

MS Outlook

Job description

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6, 500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia.

Further information is available at www.bgis.com

SUMMARY

TheProject Administratoris responsible for project administration activities including but not limited to maintaining project documentations, completing project set up, financial and administration close out requirements.

KEY DUTIES & RESPONSIBILITIES

Project Set Up

• Inputs project information into databases and completes project set up process

Project Tracking and Documentation

• Maintains project documentations such as project plans, meeting minutes, contracts, bid packages, technical and financial close outs, etc.
• Monitors project progress and timelines and prepares status reports to assist with timely project delivery.
• Works with relevant stakeholders to collect vendor qualification documentations and ensure vendors are activated and set up within financial systems.
• Executes the purchase order process.
• Reconciles purchase orders to invoices to ensure accuracy.

Project Reporting

• Prepares various reports to support monitoring of project progress, costs, key performance indicators, etc.
• Reviews and communicates risks to Project Managers.

Project Close Out Administration

• Gathers and ensures receipt and sign-off of all project documentations. Files project documentations.
• Ensures receipt of all invoices. Follows up with vendors where required. Reconciles purchases to invoices to ensure accuracy and ensures all invoices are paid.
• Reviews and reconciles actual project expenses against cost estimates.
• Other duties as assigned.

KNOWLEDGE AND SKILLS

• Community college diploma
• 1 to 3 years of project administration or administrative work experience
• Strong administrative and organizational skills
• Ability to provide project administration support
• Ability to maintain accurate data
• Strong attention to detail and data accuracy
• Ability to extract and compile data into reports
• Ability to communicate effectively with others for the purpose of data exchange, clarification and follow up
• Computer proficiency in MS Office applications in particular – MS Project, MS Excel, MS Outlook, along with ability to quickly learn new applications

Licenses and/or Professional Accreditation

• Demonstrates an interest in pursuing Project Management Institute Accreditation

This is a regular, full-time position with a salary range of $47,118 - $58,897 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role.

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Job Info

• Job Identification 233488
• Posting Date 10/05/2026, 11:36 AM
• Job Schedule Full time
• Locations Toronto, ON, Canada ON, Canada AB, Canada BC, Canada NS, Canada NL, Canada