Project Administrator

Colliers Project Leaders | Canada; Toronto; On-site; CAD 59,000 - 69,000; Full time

Benefits offered by this job

Flexible work environment

Comprehensive onboarding experience

Professional development and mentoring

Volunteer day

Inclusive, welcoming workplace

Job summary

Colliers Project Leaders in Toronto seeks a Project Manager/Project Administrator to support successful project delivery. You will coordinate administrative tasks, maintain documentation, support project controls, and ensure teams have the information and resources they need to operate effectively.

This role suits an organized, detail-oriented professional who thrives in a collaborative project environment and can manage multiple priorities across healthcare, education, and commercial projects.

Qualifications

• 2+ years in project administration/coordination or similar
• Post-secondary education in business administration, project management, construction management, or related field is an asset
• Strong organizational skills with ability to manage multiple deadlines
• Excellent attention to detail and high accuracy
• Strong written and verbal communication skills
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with project management, document management, or financial systems is an asset
• Ability to work independently and in a multidisciplinary team
• Interpersonal skills and client-service orientation
• Experience in consulting, construction, or project delivery is an asset

Responsibilities

• Provide day-to-day administrative and coordination support to project teams.
• Maintain organized project files, records, and documentation.
• Coordinate project meetings: agendas, minutes, action items.
• Assist with project reports, presentations, status updates.
• Support project schedules, trackers, and project management tools.
• Assist with document control: reviews, approvals, submissions, distribution.
• Coordinate communications between stakeholders and project team.
• Maintain contact lists and distribution lists.
• Onboard new team members and manage access to project systems.
• Track actions, decisions, deliverables, deadlines; follow up.
• Support procurement and contract administration activities.
• Prepare presentations and materials for meetings.
• Identify ways to improve administrative processes and templates.
• Perform other project and administrative duties as required.

Skills

Project coordination

Organizational skills

Attention to detail

Written and verbal communication

Education

Post-secondary education in business administration/related field

Tools

MS Office (Word, Excel, Outlook, PowerPoint)

Job description

Overview

Do you want to contribute to projects shaping Canada?

Colliers Project Leaders is a team committed to projects that make a difference in our communities and for the people who live there. We deliver capital project solutions that strengthen the built environment, partnering with our clients to bring critical infrastructure and complex building projects to life. We’ve led over 20,000+ projects that:

• Make cities more livable
• Enhance workplaces
• Create spaces people want to return to
• Improve patient care
• Deliver clean drinking water
• Build a sustainable future

And so much more.

This is where you come in. We’re looking for people to join our team who are passionate about creating more sustainable, resilient and inclusive communities. If this kind of work resonates with you, you’re in the right place.

Your Role

We are looking for a Project Manager to join our team in Toronto! The Project Administrator plays an important role in supporting the successful delivery of projects by coordinating administrative activities, maintaining project documentation, supporting project controls, and helping ensure project teams have the information and resources they need to operate effectively.

This role is well suited to an organized, detail-oriented professional who enjoys working in a collaborative project environment, managing multiple priorities, and supporting teams through all stages of project delivery.

To be successful in this role you will be able to demonstrate experience supporting projects varying in scope and complexity with depth in building and facilities project in healthcare, education and commercial mixed-use environments.

Responsibilities

• Provide day-to-day administrative and coordination support to project teams.
• Maintain organized and accurate project files, records, correspondence, and documentation in accordance with project and company requirements.
• Coordinate project meetings, including preparing agendas, distributing materials, recording minutes, and tracking action items.
• Support the preparation and distribution of project reports, presentations, status updates, and other project deliverables.
• Support project schedules, trackers, logs, and other project management tools to ensure information remains current and accurate.
• Assist with document control, including coordinating reviews, approvals, submissions, and distribution of project documents.
• Coordinate communications between project team members, consultants, contractors, clients, and other stakeholders.
• Maintain project contact lists, distribution lists, and other project databases.
• Assist with onboarding new project team members and coordinating access to project systems and resources.
• Track project action items, decisions, deliverables, and deadlines and follow up with team members as required.
• Support procurement and contract administration activities as required.
• Assist with the preparation of presentations and materials for client and project team meetings.
• Identify opportunities to improve administrative processes, templates, and project workflows.
• Perform other project and administrative duties as required.

Qualifications

• 2+ years of experience in project administration, project coordination, or a related administrative role, preferably within the construction, infrastructure, engineering, architecture, real estate, or professional services sectors.
• Post‑secondary education in business administration, project management, construction management, or a related field is considered an asset.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and a high degree of accuracy.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.
• Experience working with project management, document management, or financial systems is an asset.
• Ability to work effectively both independently and as part of a multidisciplinary team.
• Strong interpersonal skills and a professional, client-service-oriented approach.
• Demonstrated ability to take initiative, anticipate project team needs, and follow through on commitments.
• Experience in a consulting, construction, or project delivery environment is an asset.

What You Can Expect

• An opportunity to truly impact our communities
• A flexible work environment
• A comprehensive onboarding experience
• Significant professional development, training, and a mentorship program
• A paid volunteer day
• An environment where people feel welcome, heard and included, regardless of their differences
• And much more!

Join our team of difference-makers and help shape the growth of dynamic communities.

Approximate Base Salary: $58,965 – $69,371 per year (CAD)

This base salary range represents our good faith estimate at the time of posting and is based on market benchmarks and internal equity. The salary offered will be determined based on the successful candidate’s skills, experience, qualifications, and regional consideration. For most new hires, base salary falls between the minimum and the midpoint of the range. While offers above the midpoint are uncommon, they may be considered in exceptional circumstances. This approach helps ensure there is room for future salary growth within the role. In addition to base salary, the total rewards package may include annual bonus opportunities, employer RRSP contributions, comprehensive group benefits, including a Health Care Spending Account, and other benefits.

This posting is for an existing vacancy.

Disclaimer

Colliers Project Leaders is part of Colliers (NASDAQ, TSX: CIGI), a leading diversified professional services and investment management company, with more than 18,000 professionals operating in 63 countries.

We are an equal opportunity employer and welcome applications from all qualified individuals. If you require accommodation throughout the recruitment process, please contact the assigned Talent Acquisition Business Partner.

Artificial Intelligence (AI) Use

We may use technology tools to assist in screening applications for keywords or qualifications. However, final selection decisions are made by our hiring team through human review and interviews.

Applicants must be currently authorized to work in Canada on a full-time basis. The employer will not sponsor applicants for work visas.