Project Administrator II

NES Fircroft; Toronto, Chatham; On-site; CAD 45,000 - 65,000; Full time

Job summary

NES Fircroft is seeking a Project Administrator II to support multiple teams in Ontario. Responsibilities include managing engagement mailboxes, drafting letters, taking meeting minutes, and coordinating engagement activities with Indigenous groups.

Role requires 3+ years in administration, strong MS Office & SharePoint skills, and excellent organization. Start ASAP for a 1-year engagement based in North York & Chatham, ON.

Qualifications

• Minimum 3 years of administrative experience or equivalent
• Proficient with Microsoft Office Suite and SharePoint
• Strong interpersonal and communication skills
• Excellent time management and ability to handle multiple tasks

Responsibilities

• Manage and monitor engagement mailbox, creating entries within database system.
• Review and draft letters to support engagement within First Nations communities.
• Attend and take minutes during meetings.
• Support the coordination of meetings and engagement activities with Indigenous groups.
• Assist in tracking community commitments, action items, and follow-up activities arising from engagement meetings.
• Maintain contact databases and distribution lists for Indigenous Nations, community groups, and stakeholders.
• Prepare and format presentations, briefing notes, meeting materials, and correspondence.
• Coordinate internal communications and team updates.
• Support document review and quality assurance for external communications.

Skills

Microsoft Office

SharePoint

Communication skills

Time management

Team coordination

Tools

Microsoft Office

Job description

Title: Project Administrator II

Location: North York, ON & Chatham, ON

Start: ASAP

Duration: 1 year

Only Canadian Citizens, Permanent Residents, and Open Work Permit holders will be considered.

Administration

• Manage and monitor engagement mailbox, creating entries within database system
• Review and draft letters to support engagement within First Nations communities.
• Attend and take minutes during meetings
• Support the coordination of meetings and engagement activities with Indigenous groups.
• Assist in tracking community commitments, action items, and follow-up activities arising from engagement meetings.
• Maintain contact databases and distribution lists for Indigenous Nations, community groups, and stakeholders.
• Prepare and format presentations, briefing notes, meeting materials, and correspondence.
• Coordinate internal communications and team updates.
• Support document review and quality assurance for external communications.

Corporate Citizenship Support and Event Coordination

• Support sponsorship applications for local communities and Indigenous groups, guiding both external applicants and internal team members through Enbridge’s Corporate Citizenship process.
• Coordinate community events to foster engagement and enhance brand reputation.
• Order promotional materials, maintain inventory, and ensure availability for events.
• Manage event logistics such as booking hotels, catering, venues and payments.

Compliance & Documentation

• Review and edit engagement logs for accurate records and reporting.
• Oversee meeting minute reviews, coordinating with employees and consultants for timely finalization and distribution.
• Assist with maintaining team SharePoint site and records management.
• Support regulatory filings by organizing consultation records, correspondence, and supporting documentation.
• Assist with the preparation and quality control of consultation summaries, reports, presentations, and briefing materials.
• Maintain project files and records in accordance with regulatory and records management requirements.

Team Support

• Maintain the team’s shared calendar and SharePoint site access
• Submit and manage vendor onboarding.
• Collaborates with project teams, external consultants as well as internal Community and Indigenous engagement team.
• Attends regular project meetings (weekly) and team meetings (monthly)
• Attends ad hoc event planning meetings
• arranging building access or registering guests for WIFI access or booking rooms for consultation

Knowledge, Skills and Abilities

• Relevant education and a minimum of 3 years’ experience in the administrative field; or an equivalent combination of education and experience.
• Intermediate to High level of experience Proficient with the Microsoft Office Suite, SharePoint, Internet navigation, email, and general computer use.
• Strong interpersonal and communication skills
• Above average organization and planning skills
• Ability to learn tasks quickly and become efficient in a short period of time
• Self-starter, proactive and self-motivated
• Excellent time management skills and the ability to prioritize competing demands
• Ability to perform work with constant interruptions and minimal direct supervision

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining andManufacturingsectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.