Project Administrator - AOTH

Aecon Group Inc.; Barrie; On-site; CAD 50,000 - 70,000; Full time

Job summary

Aecon Group Inc. is seeking a Project Administrator to support the Arctic Over the Horizon Radar Project in Canada. The role focuses on comprehensive administrative duties, site-office management, and coordination with procurement and finance teams.

You will prepare minutes, manage records, arrange travel, and support IT provisioning. The position requires 3-5 years of admin experience, strong communication, and the ability to work on-site in a collaborative, safety-focused environment.

Qualifications

• 3-5 years minimum experience in administration or similar roles.
• Experience in a project or construction environment is asset.
• Proficient in MS Office applications in Windows environment.
• Strong communication and problem-solving skills.
• Ability to work on-site and adapt to field challenges.

Responsibilities

• Performs administrative duties for job sites and ensures project documentation is maintained per Aecon standards.
• Supports ordering and assignment of IT equipment (laptops, phones, printers).
• Prepares and maintains accurate meeting minutes and organized records of project communications, meeting logs, and reports.
• Supports procurement and finance processes, including creation and tracking of requisitions and related SAP documents.
• Learns, interprets and applies organizational policies, rules and regulations.
• Establishes and dismantles site offices as required.
• Maintains appointment schedules, calendars, and arranges meetings.
• Prepares courier and fax material and makes travel arrangements.
• Schedules events and coordinates meetings, conferences, and dinners.
• Suggests and implements improved methods for administrative tasks.
• Orders office supplies and promotional items for the project.
• Maintains resource and vacation schedules.
• Prepares and edits PowerPoint presentations and organizational charts.
• Assists other staff with office duties as required.
• Supports project costs within budget.

Skills

MS Office proficiency

Effective communication

Organizational skills

Time management

Tools

SAP

Job description

Come Build Your Career at Aecon!

Aecon delivers some of the most complex and impactful infrastructure projects — from transformative transportation networks to critical energy, industrial and nuclear programs. The projects we build connect communities and power future generations. With deep roots in North America and a strong footprint internationally, Aecon brings global expertise and proudly serves public and private sector clients through its Construction and Concessions segment.

Safety Always is not only our #1 core value – it is the standard that anchors our culture. We believe the most ambitious projects deserve the most committed people. At Aecon, you won’t just build your career — you’ll help build what matters to enable future generations to thrive.

At Aecon, You Can Count On

• Safety Always. Our number one core value. The safety of our people, projects, partners, and stakeholders is our priority focus – today and always.
• Integrity. We lead by example, with humility and courage.
• Accountability. We’re passionate about delivering on our commitments.
• Inclusion. We provide opportunities where people feel valued, supported, and empowered to contribute fully.

We deliver infrastructure with purpose, and our people are at the heart of everything we do. Aecon employees are incredibly proud to build some of the most impactful infrastructure of this generation – we call it Aecon Proud.

At Aecon We

• Ensure you and your family receive the services and benefits needed to support your mental, emotional, and physical well-being.
• Are intentional when it comes to investing in your development. We help you build your career and advance your skills through our Aecon University, tuition reimbursement, and Leadership Programs.
• Are committed to creating work environments focused on mutual respect, teamwork, collaboration, and new ideas, through meaningful initiatives, training, partnerships with Veteran groups, our Aecon Women in Trades and diversity programs, as well as our Employee Resource Groups (ERGs), to ensure we are building with top talent and harnessing our collective strengths within every aspect of our culture.
• Operate responsibly by managing risk, safety, and environmental considerations across all our projects and surrounding communities.

Our success is built on the passion, expertise, and dedication of our people. Together, we embrace strong execution, innovation, and continuous improvement — values that come to life through the unique talents and collaborative spirit of every team member. If you’re inspired to make a difference through future-building projects, join our best-in-class team.

What is the Opportunity?

Aecon Civil is a recognized leader in the market, backed by strong self‑perform capabilities and deep local expertise. We play a key role in building and enhancing infrastructure across Canada, the U.S., and an expanding international footprint improving everyday life through the roads, bridges, tunnels, and transit systems that connect communities. With more than a century of experience and a full suite of integrated services, Aecon is a trusted partner for delivering complex civil projects, including tunnels, transit expansions, airports, ports, highways, and large‑scale site development.

The Arctic Over the Horizon Radar Project is a major federal initiative led by Canada’s Department of National Defence, playing a critical role in strengthening national and continental defence. As part of this program, Aecon’s Civil team is advancing Canada’s infrastructure through a strategic partnership with Pomerleau and Stantec. Delivered through a collaborative Integrated Project Delivery model, this project team is contributing to the design and construction of innovative infrastructure that will support one of the most advanced radar systems in North America. This is a unique opportunity to be part of a project of national significance, where collaboration, innovation, and purpose drive meaningful impact.

The Project Administrator will report to the Security Officer, ACSO and is responsible for performing a variety of complex administrative facilities and information services related tasks as well as general administrative support. This role requires a thorough knowledge of company and project policy and procedures. This position requires the ability to work independently and as part of a team, exercising judgement and initiative and may be required to provide support for several departments.

What You’ll Do Here

• Performs administrative duties for job sites ensuring all project documentation is maintained in accordance with Aecon and project standards.
• Supports the ordering and assignment of IT equipment, including laptops phones and printers.
• Prepare and maintain accurate meeting minutes and organized records of project communications, meeting logs, and reports.
• Support procurement and finance processes, including creation and tracking of requisitions and related documentation in SAP.
• Learns, interprets and applies organizational policies, rules and regulations.
• Establishes and dismantles site offices as required.
• Maintain appointment schedules, calendars, and arrange meetings.
• Prepare courier and fax material.
• Make travel arrangements.
• Schedule appointments for various events including organizing meetings, conferences, dinners, etc.
• Suggest and implement improved work methods and systems relating to administrative tasks.
• Order office supplies and promotional items for Project.
• Maintain resource and vacation schedule.
• Prepare and edit PowerPoint presentations and organizational charts.
• Assist other staff in office duties as required.
• Support to maintain project costs within budget.

What You Bring To The Team

• 3-5 years minimum experience in administration or similar roles
• Experience working in a project or construction environment is considered an asset
• Proficient in MS Office applications in MS Windows environment
• Experience with SAP is considered an asset
• Must be able to deal with sensitive issues in a confidential manner
• Must be comfortable standing and walking for long periods of time
• Strong communication skills, dealing tactfully with employees, visitors and customers
• Great problem solving, planning and organizational skills
• Ability to prioritize tasks and work with timelines
• Must be comfortable working on-site and in office

Reason for vacancy: New

The expected pay range for this role is $50,000 - $70,000 per year

Individual pay is determined based on several factors, including work location, education, experience, unique skills and job conditions. Other considerations may include certifications, specialized training, and the complexity or scope of the role.

Aecon fosters belonging within and across our organization. We are committed to providing equal employment opportunities and considering all applicants without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local laws.