Project Administrator

Powell Foundations; Whitchurch-Stouffville; On-site; CAD 50,000 - 70,000; Full time

Job summary

A construction company is seeking a Project Administrator to support Project Managers in handling documentation, compliance, and coordination tasks. Candidates should have strong organizational skills and proficiency in Microsoft Office. This full-time position offers the chance to work in a collaborative environment focused on project efficiency.

Qualifications

• Previous experience in coordination, administration, or construction support preferred.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to work collaboratively with multiple departments and stakeholders.

Responsibilities

• Handle project documentation and safety compliance.
• Coordinate procurement and administrative tasks.
• Maintain organized project folders and documentation.
• Process locate request forms and ensure accuracy.

Skills

Organizational skills

Time management

Communication skills

Microsoft Office Suite proficiency

Tools

Corfix

Job description

Direct message the job poster from Powell Foundations

Human Resource Manager at Powell Foundations Inc.

About Powell Foundations:

With over 60 years of experience, Powell Foundations is a leader in designing and installing pile foundations, shoring, and footings for MTO, Metrolinx, and private projects across Ontario. We prioritize safety, quality, and transparency to deliver projects on schedule.

Job Overview:

The Project Administrator will provide essential support to Project Managers (PMs) by handling project documentation, safety compliance, procurement coordination, and administrative tasks to ensure projects run efficiently from start to finish. This role requires strong organization, attention to detail, and the ability to manage multiple priorities simultaneously.

Responsibilities:

• Receive locate request forms from PMs and process with One Call or private locators.
• Review completed locates with PMs for accuracy.
• Request safety documentation from subcontractors and maintain organized project folders.
• Coordinate completion of Powell’s Subcontractor Pre-Qualification forms.
• Submit Powell training records, H&S documentation, and GC-required subcontractor pre-qualification forms to clients.
• Assist in arranging site orientations and training sessions in coordination with H&S, PMs, and Operations.
• Compile handover binders and large-scale drawings.
• Complete handover checklists during project handover meetings.
• Compile and submit weekly safety documentation to clients.
• Collect Daily Work Reports (DWRs) from the field and transfer them into Excel Time & Material (T&M) sheets.
• Maintain accurate yard inventory (steel, shims, spacers, steel plate, sonotube, burlap, poly).
• Issue purchase orders (POs) for supplies and consumables as needed, in coordination with the Yard team.
• Create and maintain projects in Corfix software.
• Prepare Daily Operation Summaries and Trucking Request templates.
• Coordinate with Finance and PMs to track and close POs.
• Create hospital maps and other project-specific reference materials.
• Support side projects such as organizing company resource folders by removing duplicates and archiving outdated templates.

Qualifications:

• Previous experience in coordination, administration, or construction support preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with Corfix is an asset.
• Excellent written and verbal communication skills
• Ability to work collaboratively with multiple departments and stakeholders.

Powell Foundations encompasses a diverse collection of successful businesses, but our spirit isn’t found in the diversity of our portfolio; it’s found in the diversity of our people. At Powell Foundations, we believe that our greatest opportunity for continued success is fostered in the belief that every voice matters. Each one of us has a unique story and we promise to do our part to ensure that those stories are heard, seen, acknowledged, and supported. We are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Powell Foundations is committed to meeting the accessibility needs of persons with disabilities in an effective and timely manner in accordance with the applicable standards set out in the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), the provisions of the Ontario Human Rights Code, and any other applicable legislation. We foster an inclusive organizational culture as an Equal Opportunity Employer.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Project Management and Information Technology

• Industries

  Construction

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