Project Systems Administrator

Volatus Aerospace Corp.; Vaughan; On-site; CAD 60,000 - 90,000; Full time

Job summary

Volatus Aerospace Corp. seeks a detail-oriented Project Systems Administrator to support planning, coordination and delivery across project teams. You will maintain project systems, documentation and reporting, coordinate information and actions, and help standardize PM processes to ensure alignment with requirements.

The role supports project managers and technical teams, with onsite work and a typical 40-hour week. Relevant aerospace or regulated environment experience is a plus.

Qualifications

• Diploma or degree in project management, business admin, engineering tech, information systems or related field.
• Approximately 4–5 years of experience in project administration, coordination or similar role in a technical environment.
• Experience maintaining project schedules, action trackers, documentation and status reports.
• Working knowledge of project lifecycles, document control, change tracking and quality processes.
• Proficiency with MS Excel, Word, PowerPoint, Teams and SharePoint.
• Experience with MS Project, Planner, Jira or similar PM tools.
• Ability to manage multiple priorities and communicate clearly across teams.
• Experience in aviation, aerospace or regulated environments is a plus.

Responsibilities

• Build and maintain project management procedures, templates, checklists and workflows.
• Administer project tracking and document-management tools with consistent structures.
• Support implementation of project stages, reviews and approvals.
• Coordinate with teams to capture issues and improvements in project tools.
• Maintain schedules, milestone trackers, and status reports for PM review.
• Coordinate meetings, agendas, decisions and follow-up actions.
• Maintain visibility of deadlines and delivery risks.
• Assist with resource coordination, purchasing requests and budgeting.

Skills

communication

multi-tasking

attention to detail

Education

Diploma or degree in project management / related field

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Teams

SharePoint

Microsoft Project

Planner

Jira

Job description

COMPANY OVERVIEW

Volatus Aerospace is a global leader in aerial intelligence and drone solutions, bringing together over 100 years of combined aviation expertise. We specialize in delivering innovative, customer-focused solutions through both piloted and remotely piloted aircraft systems (RPAS) across industries including defense, infrastructure, energy, public safety, and logistics.

POSITION OVERVIEW

Volatus Aerospace is seeking an organised and detail-oriented Project Systems Administrator to support project planning, coordination and delivery. Working with project managers, technical teams and other stakeholders, the role maintains project systems, documentation and reporting, coordinates technical information and action items, and helps establish consistent project management processes to keep information accurate and deliverables aligned with defined requirements.

KEY RESPONSIBILITIES

Project Process Development & Maintenance

• Build and maintain project management procedures, templates, checklists and workflows.
• Administer project tracking and document-management tools, maintaining consistent structures and current information.
• Support the implementation of project stages, review checkpoints and approval processes.
• Identify recurring administrative issues and recommend practical improvements to reporting, coordination and recordkeeping.
• Help team members use project systems and follow established processes.
• Capture lessons learned and incorporated approved improvements into project tools and procedures.

Quality & Compliance

• Maintain controlled project records, including plans, approvals, deliverables and supporting documentation, checking completeness, consistency and alignment with approved templates and procedures.
• Support project managers in tracking applicable quality, customer, contractual and regulatory requirements.
• Coordinate the collection of records required for project reviews, audits and customer submissions.
• Track non-conformances and corrective actions, following up with assigned owners and escalating outstanding items.

Project Management Support

• Maintain project schedules, milestone trackers, action logs and status reports, consolidating progress updates from technical and operational teams for project manager review.
• Coordinate project meetings, prepare agendas, record decisions and follow up on assigned actions.
• Maintain visibility of deadlines and potential delivery risks.
• Assist with resource coordination, purchasing requests and budget tracking, as required.
• Support project initiation, progress reviews and closeout activities.

Technical Planning & Execution Support

• Work with project managers and technical leads to translate approved scope into documented tasks, milestones and deliverables.
• Gather technical inputs, clarify information gaps and coordinate dependencies between teams.
• Maintain technical deliverable registers and track the status of reviews, testing, acceptance and approvals.
• Coordinate practical arrangements for project activities, including equipment availability, supplier inputs and testing schedules.
• Record scope changes and their potential effects on schedules, resources and deliverables for project manager assessment.
• Support project handover by organizing final documentation, outstanding items and knowledge transfer.

REQUIRED EDUCATION, CERTIFICATIONS, EXPERIENCE AND SKILLS

• Diploma or degree in project management, business administration, engineering technology, information systems or a related field, or an equivalent combination of education and experience.
• Approximately 4-5 years of experience in project administration, project coordination or a comparable role within a technical environment.
• Experience maintaining project schedules, action trackers, documentation and status reports.
• Working knowledge of project lifecycles, document control, change tracking and quality processes.
• Proficiency with Microsoft Excel, Word, PowerPoint, Teams and SharePoint.
• Experience with Microsoft Project, Planner, Jira or similar project-management tools
• Ability to organise multiple priorities, follow up consistently and communicate clearly across technical and non-technical teams.
• Attention to detail and sound judgment when identifying missing information or escalating issues.
• Experience in aviation, aerospace, engineering, manufacturing or another regulated environment is an asset.

HOURS OF WORK AND WORK ENVIRONMENT

• This onsite role requires the Employee to work primarily at the Company’s designated workplace, as directed.
• The standard work schedule consists of forty (40) hours per week, typically performed Monday to Friday, subject to operational requirements.
• Occasional reasonable flexibility in working hours may be required to support operational needs, time-sensitive activities or business priorities.

WHY JOIN VOLATUS AEROSPACE

Join an innovative, fast-paced company committed to customer success and industry advancement. We offer a competitive salary, a comprehensive group benefits plan and a group RRSP. Work with a passionate global team on cutting-edge aerospace projects, grow your career in a collaborative, supportive environment and contribute directly to company growth and operational success.

Volatus Aerospace is committed to fostering a diverse, equitable, and inclusive workplace where everyone is respected, valued, and empowered to succeed. We welcome applications from people of all backgrounds and experiences and will provide accommodations throughout the recruitment process upon request.