Projects Administrator

WSG Energy Services; Kitimat; On-site; CAD 55,000 - 75,000; Full time

Job summary

WSG Energy Services in Canada is seeking a seasoned Project Administrator to support our industrial projects. You will manage documentation, track POs and RFIs, coordinate onboarding, meetings, and workforce scheduling, and assist with cost tracking and reporting.

Ideal candidates have 3–5 years in project administration, strong MS Office skills (Excel, Word, Outlook, Teams, Acrobat), and experience with project management software.

Qualifications

• Minimum 3–5 years of project administration experience.
• Experience supporting industrial, construction, energy, mining, or infrastructure projects is a plus.
• Post-secondary education in business/administration is preferred.

Responsibilities

• Establish, maintain, and monitor project documentation systems and filing processes.
• Prepare, track, and maintain project logs including POs, RFIs, Change Orders, and records.
• Submit and track LEM reports for timely project billing.
• Generate and distribute project reports for controls and performance.
• Coordinate onboarding, site orientations, training, and scheduling.

Skills

Documentation practices

Organizational skills

Communication

Multitasking

Independent work

Education

Business Administration degree

Office Administration diploma

Project Management certification

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Adobe Acrobat

Job description

Key Responsibilities

• Establish, maintain, and monitor project documentation systems and filing processes.
• Prepare, track, and maintain project logs including Purchase Orders (POs), Requests for Information (RFIs), Change Orders, and other project records.
• Submit and track Labour, Equipment, and Material (LEM) reports to ensure timely and accurate project billing.
• Generate, review, and distribute project reports to support project controls and performance monitoring.
• Coordinate employee site specific onboarding, site orientations, training requirements, and workforce scheduling activities.
• Arrange travel, accommodations, and logistics as required for project personnel.
• Prepare, track, and maintain subcontract agreements and related project documentation.
• Schedule project meetings, prepare agendas, record meeting minutes, and distribute action items.
• Assist with timesheet collection, payroll support documentation, and workforce reporting.
• Support project procurement activities, including vendor communication and document tracking.
• Maintain document control procedures and ensure project records are current and accurate.
• Assist project management with cost tracking, forecasting support, and administrative project requirements.
• Provide general administrative support to Project Managers and Project Coordinators.
• Ensure compliance with company policies, client requirements, and project procedures.
• Perform additional duties as assigned in support of project objectives.

Qualifications

• Minimum 3-5 years of project administration, construction administration, or related experience.
• Experience supporting industrial, construction, energy, mining, or infrastructure projects is considered an asset.
• Post-secondary education in Business Administration, Office Administration, Project Management, or a related field is preferred.
• Strong understanding of project documentation, reporting, and contract administration processes.
• Advanced proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
• Experience working with project management, ERP, or construction management software is an asset.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and accuracy in data entry and document management.
• Effective verbal and written communication skills.
• Ability to work independently while contributing positively to a team environment.
• Professional, adaptable, and solution-oriented approach.

Computer Skills

Required:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft Teams
• Adobe Acrobat

Preferred:

• Microsoft Project
• Dayforce
• Synergy/Exact
• Procore
• Power BI
• SharePoint