Project Office Administrator

Role overview

The Project Office Administrator supports the launch and smooth delivery of a large-scale project by handling administrative and coordination needs in a project office setting. Reporting to the Project Director, this position keeps daily office activities running efficiently while helping project teams stay aligned through clear communication, dependable organization, and practical support that can shift with project demands.

Why this role is important

In this position, you help create the operational foundation for a major project. By keeping the project office organized and communications moving across teams and stakeholders, you help avoid delays, support momentum, and contribute to overall project success.

Key contributions

• Help mobilize and support the ongoing operation of a major project by making sure the project office functions effectively.
• Strengthen communication and coordination between project teams, stakeholders, and the site office.
• Deliver adaptable day-to-day administrative support as project priorities evolve.

Core responsibilities

• Oversee everyday project office operations and keep the workspace organized, efficient, and productive.
• Serve as a central contact for office and project communications, ensuring information is shared accurately and on time.
• Support scheduling, calendar coordination, meeting logistics, and follow-up actions for the project team.
• Keep project records current and organized, including filing, scanning, and distributing documents in digital and paper formats.
• Coordinate team events, meetings, and site activities, including logistics and catering arrangements.
• Provide flexible administrative help for office setup, minor renovations, and changing project requirements.
• Assist with invoicing, financial tracking, and accounts receivable tasks when needed.
• Compile and prepare project close-out materials, including O&M manuals.
• Support internal updates, memos, and communication across project stakeholders.
• Follow company standards for documentation and processes while protecting sensitive information.
• Back up Project Coordinators and take on additional administrative or project-related duties as required.

Requirements

• At least 3 years of administrative experience in a busy professional environment.
• Strong ability to organize work, set priorities, and manage several deadlines at once.
• Comfort working independently in a fast-moving, high-volume environment.
• Excellent verbal, written, and interpersonal communication skills.
• Strong attention to detail along with problem-solving and sound decision-making ability.
• Ability to handle confidential information appropriately and discreetly.
• Proficiency with Microsoft Office tools, including Word, Excel, Outlook, PowerPoint, and MS Teams.
• A proactive, adaptable approach with the flexibility to support a wide range of administrative and project needs.

Preferred experience

• Background in construction, project-based, or site office environments.
• Exposure to invoicing or accounts receivable processes.
• Experience assisting with project mobilization or site office setup.
• Familiarity with project or construction management software.

Compensation and benefits

This is a newly created role with expected annual pay in the range of $60,000 to $80,000.

• Performance-based bonus opportunities
• Defined Contribution Pension Plan with a generous employer contribution
• Flexible health and dental coverage with tiered options
• Annual health spending account
• 24/7 confidential Employee and Family Assistance Program with resources and professional services
• Competitive vacation entitlement, with additional vacation earned over time
• Employer-paid parental leave top-up
• Annual Community Day for volunteering and community support
• Corporate discounts across Canada for fitness, mobile, travel, home and auto insurance, and more

About the company

Modern Niagara supports building owners, managers, and general contractors with mechanical and electrical services across Vancouver, Calgary, Edmonton, Toronto, Southwestern Ontario, and Ottawa. The organization focuses on contributing positively to Canada’s infrastructure and the communities where its people live, learn, work, and heal.

Culture and values

The company places a strong emphasis on passion, initiative, determination, professionalism, and teamwork. Health and safety are central to its work, and its safety culture is recognized as performing well above industry standards.

Diversity, equity, and inclusion

The organization is committed to building a diverse, equitable, and inclusive workplace where people can access opportunity, feel included, and thrive. It works to reduce barriers for equity-seeking groups in construction, including women, Indigenous people, Black people, racialized people, 2SLGBTQIA+ people, people with disabilities, and newcomers to Canada. Accommodation is available during the hiring process upon request.

Additional information

Only candidates selected for an interview will be contacted.