Project Administrator - Utility Construction

Forbes Bros. Group of Companies; Toronto; On-site; CAD 52,000 - 66,000; Full time

Job summary

Forbes Bros. Group of Companies is seeking a Project Administrator to coordinate documentation and support major utility construction projects in Canada.

You will maintain project records, assist with onboarding, payroll, and reporting, and ensure compliance with control procedures across field and office operations. The role requires attention to detail, knowledge of construction documentation processes, and the ability to collaborate in a fast-paced environment.

Qualifications

• Diploma in Business Administration, Construction Administration, or related field.
• 2–4 years of administrative experience within construction, utilities, infrastructure, or EPC environments.
• Experience supporting major projects or field-based construction teams is an asset.

Responsibilities

• Maintain organized project files, correspondence, and transmittals in accordance with project document-control requirements.
• Support onboarding and credential verification for site personnel and subcontractors.
• Prepare weekly progress and cost-tracking reports in collaboration with project controls.
• Coordinate with payroll and finance teams to process timesheets, purchase orders, and invoices.

Skills

Microsoft Office

Adobe Acrobat

Attention to detail

Confidentiality

Education

Diploma in Business Administration

Tools

Viewpoint

Procore

SharePoint

Job description

Forbes Bros. Group of Companies delivers transmission, distribution, substation, and related power infrastructure projects across Canada and the United States. Our work spans field construction, project delivery, operations, and corporate support in an environment where safety, execution, and reliability matter.

Position Summary

The Project Administrator provides coordination and documentation support to ensure the efficient delivery of major utility construction projects. Operating within the project delivery team, this role maintains accuracy, organization, and compliance across all project records, including onboarding, financial documentation, and project reporting.

The Project Administrator acts as the administrative backbone of the field and office interface — ensuring that safety, payroll, quality, and project documentation requirements are maintained. This position requires a strong understanding of construction documentation protocols, exceptional attention to detail, and the ability to work collaboratively in a fast-paced project environment.

Core Responsibilities

Project Documentation & Administration

• Maintain organized project files, correspondence, and transmittals in accordance with project document-control requirements.
• Support onboarding and credential verification for site personnel and subcontractors.
• Prepare weekly progress and cost-tracking reports in collaboration with project controls.
• Coordinate with payroll and finance teams to process timesheets, purchase orders, and invoices.

Compliance & Record Management

• Track and maintain training, safety, and inspection documentation.
• Ensure required permits, drawings, and quality documentation are accessible and maintained for project requirements and audits.
• Maintain confidentiality and data integrity across project systems (Viewpoint, Procore, SharePoint).

Project Support & Communication

• Assist Project Managers and Coordinators with meeting scheduling, minutes, and action tracking.
• Liaise with field supervision, project teams, and Shared Services to support timely information flow.
• Provide administrative support for project reporting, workforce documentation, and training records.

Collaboration & Continuous Improvement

• Work safely and contribute to safety improvement initiatives.
• Support continuous improvement of project administration processes and procedures.

Essential Requirements

Education & Experience

• Diploma in Business Administration, Construction Administration, or related field.
• 2–4 years of administrative experience within construction, utilities, infrastructure, or EPC environments.
• Experience supporting major projects or field-based construction teams considered an asset.

Skills & Abilities

• Proficient in Microsoft Office, Adobe Acrobat, and construction/project management platforms (Viewpoint, Procore, SharePoint).
• Strong attention to detail, organization, and confidentiality.
• Knowledge of construction documentation processes, safety requirements, and basic project workflows.
• Valid Ontario Class G driver’s licence.

Forbes Bros. Group of Companies and its affiliated entities are committed to providing a respectful and accessible recruitment process.

Employment is subject to the requirements of the applicable role, location, project, and employing entity. Depending on the position, this may include verification of work authorization, background screening, driver abstract, drug and alcohol screening, credential verification, client/site access requirements, and other pre-employment conditions permitted by applicable law.

Applicants who require accommodation during the recruitment process are encouraged to contact the recruitment team.