Project Administrator – Engineering & Construction

RGIT Australia; Calgary; On-site; CAD 55,000 - 65,000; Full time

Job summary

SPG is seeking a Project Administrator to support engineering and construction teams. You will manage financial tracking, project setup, document control and health and safety administration while supporting multiple projects remotely with occasional site visits.

The role emphasizes structure, follow-through, and ownership of details, including coordinating ERP-like tasks and ensuring quality control across documents and reports.

Qualifications

• Minimum 3 years in an administrative role, ideally in construction/engineering.
• Strong financial tracking ability and familiarity with WIP reporting.
• CRM experience required; HubSpot experience.
• High attention to detail and follow-through.
• Strong written communication when reviewing documents.
• Proficient with Excel, Word, Teams, OneNote, and Outlook.

Responsibilities

• Finance and Project Controls: track WIP weekly with PM input.
• Update High Probability Sales to align with forecasts.
• Maintain project financial records and progress tracker.
• Assist with invoice preparation and backup documentation.
• Track accounts payable and flag overdue items.

Skills

Administrative support

HubSpot CRM

Excel

Attention to detail

Written communication

MS Office suite

Education

Post-secondary study in construction management/engineering tech

Relevant certificate or diploma

Tools

HubSpot

Excel

Word

Teams

Outlook

Job description

Full-time Contract Associate

Description

Reports To: Director, Design & Construction (with health and safety portion of the role accountable to VP, Operations)

Location:

Remote, with occasional travel to project sites or offices. Candidates based in Edmonton or Calgary are preferred; candidates based in British Columbia may also be considered.

Compensation: $55,000 – $65,000 annually, commensurate with experience

Employment Type: 12-month term contract.

About the role

The Project Administrator keeps Engineering and Construction running: financial tracking, estimating coordination, project setup, document control, and health and safety administration. Our project managers, estimators, and leadership rely on this role for an accurate picture of where every project stands.

This is a hands-on, detail-driven role suited to someone who thrives on structure and follow-through. The successful candidate will bring a construction or engineering administrative background, be comfortable supporting multiple projects at once, and take ownership of getting the details right the first time.

Responsibilities

Finance and Project Controls

• Update and maintain Work in Progress (WIP) weekly with Project Manager input.
• Update our High Probability Sales to align with approved forecasts.
• Maintain Operations folders with current financial records.
• Update and maintain the project progress tracker.
• Support invoice preparation with approved backup documentation.
• Track accounts payable and flag overdue items.

Estimating and Pre-Construction Support

• Maintain HubSpot (CRM) accuracy and deal stages; create new deals and monitor estimating deadlines.
• Maintain the estimating tracker.
• Support vendor outreach for pricing and quotes.
• Coordinate proposal assembly and internal reviews.
• Follow up with clients to schedule proposal reviews.

Project Setup, Quality Review, and Document Control

• Set up new projects following approved internal processes: create and populate project folders and templates.
• Own document control and folder accuracy, and audit project files regularly.
• Create and maintain standardized project templates.
• Act as the last set of eyes before anything leaves the company – quality-review reports, proposals and deliverables prior to external release (for accuracy and completeness as well as spelling, grammar, clarity and formatting), raising inconsistencies or missing information directly with project managers and leadership. This is where you will learn fastest.

Health and Safety Administration – approximately 30% of the role

SPG holds a Certificate of Recognition through the Alberta Association for Safety Partnerships. Our health and safety program is supported by an external provider who holds the professional side of it; this role holds the administration, and it is a substantial and visible part of the job.

• Administer Site App Pro day to day — user accounts, form library, configuration changes, and the monthly reporting pack.
• Drive field-level hazard assessment completion: track who has filed, chase who has not, and elevate persistent non-participation. This is one of our real problems and closing it would be a visible win.
• Act as secretariat to the joint health and safety committee — agenda pack, minutes, action log and follow-up.
• Maintain the training and certification register, tracking expiry dates with enough lead time to renew before anything lapses.
• Collect and file subcontractor prequalification records — certificates of insurance, WCB clearance letters, signed safety agreements, orientation sign-offs.
• Maintain SPG's status in client prequalification portals, Avetta in particular.
• Monitor completion and completeness of site-specific hazard assessments and required documentation, and elevate gaps.
• Collect the evidence our annual COR action plan requires and keep its status current.
• Act as our day-to-day point of contact for the external health and safety provider, escalating to the VP Operations.

What we are looking for

Required

• Minimum 3 years of experience in an administrative role, ideally within construction, engineering, or a related industry (or two years plus relevant post-secondary study in construction management, engineering technology or a related field).
• Strong financial tracking ability and familiarity with Work in Progress (WIP) reporting.
• CRM experience required; HubSpot experience.
• High attention to detail and follow-through.
• Strong written communication skills – you will be reviewing other people's documents.
• Proficient with Excel, Word, Teams, OneNote, and Outlook.

What will make you successful here

• You take ownership of your work without needing to be asked twice, and you look for ways to make the systems better.
• You bring problems forward with a proposed answer rather than waiting to be asked.
• You are comfortable telling a project manager or a director that something is wrong or missing. Much of the value of this role is in doing exactly that.
• You can hold ten things at once without dropping any of them, and you notice when a pattern is repeating.
• You would rather learn a new system than work around an old one.
• You are looking for a company small enough that what you do is visible.
• Remote work, supporting project managers, estimators, and leadership across active projects. Our teams work from home; field work takes place at client sites.