Project Administrator

On Side Restoration Services Ltd.; Toronto, Whitby; On-site; CAD 50,000 - 55,000; Full time

Benefits offered by this job

Extended health coverage (medical, +d%

Employee assistance program (EAP)

Group RRSP with company matching DPSP

Life and disability insurance

Opportunities for advancement

Job summary

On Side Restoration Services Ltd. is seeking a Project Administrator to partner with Project Managers, ensuring smooth documentation, compliance, and invoicing across restoration projects.

You will balance customer communication with cross-functional collaboration among Operations, Finance, Scheduling, and subtrades to deliver organized project experiences for homeowners and commercial clients.

Qualifications

• Proactive communication skills across internal and external stakeholders.
• Attention to detail in managing project documentation for invoicing and closure.
• Experience coordinating with operations, scheduling, and subtrades.
• Ability to identify and resolve financial discrepancies.
• Ability to manage multiple tasks in a fast-paced environment.
• Discretion in handling confidential project data.
• Background in administrative roles within project-based environments.

Responsibilities

• Proactively communicate with stakeholders to keep projects aligned.
• Manage project documentation through lifecycle for accurate invoicing.
• Coordinate with external subtrades to obtain necessary documents.
• Collaborate with Operations, Accounts Receivable, Accounts Payable, and Scheduling.
• Identify and resolve financial discrepancies to protect margins.
• Prioritize tasks and maintain order in fast-paced settings.
• Maintain confidentiality of sensitive data.

Skills

Proactive communication

Documentation management

Subtrade coordination

Financial oversight

Workflow management

Confidentiality

Administrative expertise

Tech savviness

Tools

Microsoft Office Suite

XA (industry tool)

Job description

Position Summary

The Project Administrator (PA) plays a vital role in driving the administrative success of our property restoration claims. Operating as the primary administrative partner to our Project Managers, you ensure every claim file moves smoothly through the documentation, compliance, and invoicing pipeline. This fast-paced position balances clear customer communication with extensive cross-functional collaboration—connecting Operations, Finance, Scheduling, and subtrades to deliver an organized, stress-free experience for homeowners and commercial clients alike.

Compensation

• Salary Range: $50,000-$55,000 /year
• Salary based on skills, qualifications and experience
• Annual Performance Incentive Bonus – Percentage of base salary subject to personal and company performance.
• Extended health coverage (medical, dental, vision, etc.)
• Employee assistance program (EAP)
• Group RRSP, with company matching DPSP
• Life and disability insurance
• Opportunities for advancement and internal mobility

What You’ll Do

• Proactive Communication: PAs ensure all internal and external stakeholders remain fully informed and aligned throughout the project lifecycle. You serve as the primary communication bridge, eliminating ambiguity and keeping teams connected.
• Documentation Management: Leveraging exceptional attention to detail, you manage the complete lifecycle of project documentation—collecting, verifying, certifying, and auditing files to support seamless invoicing and timely project closure.
• Subtrade Coordination: Acting as the main point of contact for external subtrades, you drive the timely collection of critical documentation to maintain project momentum and compliance.
• Cross-Functional Collaboration: PAs build strong working relationships across Operations, Accounts Receivable, Accounts Payable, and Scheduling. Your collaborative approach breaks down silos and aligns cross-departmental efforts.
• Financial Oversight: You proactively identify and resolve financial discrepancies before they affect project margins, ensuring accurate reporting and fiscal accountability.
• Workflow & Task Management: Operating effectively in high-pressure or fast-paced environments, you prioritize tasks independently and maintain operational order to keep projects moving forward smoothly.
• Confidentiality & Discretion: Managing sensitive customer and project data with absolute integrity, you apply strict discretion to safeguard privacy and maintain client trust.

What You Bring

• A positive, "can-do" attitude! You are self-motivated and thrive when working independently, but you never forget you’re part of a team.
• Administrative Expertise: You have a talent for efficient workflow management and strong organizational skills. Background in admin
• Tech Savviness: You’re usually the one people come to with questions about their phone apps, and computers don’t scare you.
• Software Skills: You are proficient in the Microsoft Office Suite (Teams, Outlook, Word).
• Industry Knowledge: You are comfortable with construction and restoration terms. (Proficiency in industry tools like XA is a major plus!)
• Quick Learning: You have the ability to pick up complex software intricacies quickly with minimal training.
• Experience: A background in providing excellent customer service.
• Experience in the restoration industry or specific experience in documentation management is considered a huge asset.
• The Essentials: A clean criminal record

Why You’ll Love Working Here

• A workplace that values respect, integrity, generosity, excellence and being customer driven
• Opportunities to grow your career and learn from the best in the industry
• A culture that celebrates teamwork, inclusion, and customer-driven service

Of Note:

• Salary estimates provided in this job posting encompass all locations. Total compensation will be discussed at time of interview and determined by factors such as region, branch size, experience, and education.
• This is an in-branch position available from either the Toronto East, Toronto West, or Whitby locations only.

At OnSide, everything starts with people. We live our values — respect, integrity, generosity, excellence, and customerfocus — in everything we do.

Join a team that helps families, businesses, and communities rebuild when it matters most.You’llcontribute to a workplace where people come together to bringorderto chaos.

Make a real impact, do work that matters, and grow your career with us.

*Your application is always reviewed by real people. Wedon’tuse artificial intelligence to screen, assess, or select applicants for this role.