Project Administrator – Remediation
Position Overview
YORK1 is seeking a detail-oriented and organized Project Administrator to provide administrative and documentation support to remediation and construction projects in Ontario and British Columbia.
The Project Administrator will support Project Managers and project teams by maintaining accurate project records, organizing documentation, processing invoices, tracking project information, coordinating meetings, and assisting with general project administration throughout the project lifecycle.
This role is well suited for someone with strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks in a fast-paced project environment. The successful candidate will help ensure project documentation is accurate, information is readily accessible, and administrative processes are completed efficiently and within established timelines.
Key Functions & Duties
Responsibilities of this position include, but are not limited to:
- Provide day-to-day administrative support to Project Managers and project teams.
- Work with MS Excel to track costs and prepare invoices
- Receive and input costs form operations team daily work records
- Assist in obtaining quotes from vendors for services and materials
- Prepare Purchase Orders
- Review vendor invoices and compare them to the quoted prices and Purchase Orders to provide advice to project managers for approval or denial.
- Work with the project coordinators, project managers, and site operation team to collect and document project progress and cost details.
- Maintain project trackers, spreadsheets, contact lists, schedules, and logs or change orders, submittals, RFI’s and other client communication.
- Assist with monthly accruals report preparation
- Coordinate the collection and filing of documents from clients, consultants, subcontractors, suppliers, and internal departments.
- Assist with preparing documentation required for project submissions, client reporting, and regulatory or contractual requirements.
- Support timesheet collection, work-hour tracking, expense documentation, and other project administration activities as required.
- Assist with maintaining subcontractor and supplier records, including contracts, certificates, insurance documents, and other required records.
- Support project close-out activities by organizing final documentation, compiling project records, and assisting with the completion of administrative requirements.
- Ensure project information is filed consistently and maintained in accordance with company procedures and project requirements.
- Maintain confidentiality of company, employee, client, and project information.
- Uphold and adhere to YORK1 policies and procedures, including maintaining a clean and safe work environment.
- Maintain familiarity with applicable safety responsibilities and requirements, including WHMIS, Working at Heights (WAH), WSIB, and the Occupational Health and Safety Act (OHSA).
- Perform other duties and responsibilities as assigned.
Core Competencies
Administration & Organization
- Strong ability with MS word, excel and adobe acrobat.
- Strong organizational skills and attention to detail.
- Ability to maintain accurate records, manage documentation, and keep files organized.
- Ability to prioritize administrative tasks and meet deadlines.
- Consistent follow-through on assigned responsibilities.
Communication & Collaboration
- Strong written and verbal communication skills.
- Ability to communicate professionally with Project Managers, field teams, clients, consultants, subcontractors, and suppliers.
- Ability to follow up on outstanding information and documentation in a timely manner.
- Strong teamwork and relationship-building skills.
Financial & Document Accuracy
- Strong attention to detail when reviewing invoices, purchase orders, expense records, and supporting documentation.
- Ability to identify missing information, discrepancies, and incomplete records.
- Basic understanding of project-related financial administration and recordkeeping.
- Ability to maintain accurate spreadsheets, trackers, and logs.
Accountability & Initiative
- Takes ownership of assigned administrative responsibilities.
- Demonstrates reliability, discretion, and professionalism.
- Proactively follows up on outstanding items and brings issues to the appropriate team member's attention.
- Uses sound judgment when handling confidential information.
Technology & Adaptability
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Ability to learn project management software, document management platforms, and other company systems.
- Comfortable working with spreadsheets, digital filing systems, and electronic records.
- Adaptable to changing project requirements and competing priorities.
Safety & Professionalism
- Demonstrates an understanding of workplace health and safety requirements.
- Follows established company policies, procedures, and documentation standards.
- Maintains a professional approach when interacting with internal and external stakeholders.
Key Performance Indicators (KPIs)
Success in this role will be measured through:
- Documentation Accuracy: Project files, records, forms, and reports are complete, accurate, and properly organized.
- Administrative Timeliness: Assigned administrative tasks, reports, and documentation are completed within required timelines.
- Invoice Processing Support: Project invoices and supporting documents are organized, reviewed for completeness, and submitted for processing promptly.
- Record Maintenance: Project trackers, spreadsheets, logs, and filing systems are maintained accurately and consistently.
- Follow-Up & Responsiveness: Outstanding documentation, approvals, and administrative requests are followed up on in a timely manner.
- Meeting & Scheduling Support: Meetings, calendars, minutes, and related administrative materials are coordinated accurately.
- Project Team Support: Reliable and effective administrative support is provided to Project Managers and project teams.
- Confidentiality & Compliance: Company and project information is handled appropriately and in accordance with established procedures.
- Project Close-Out Support: Required project records and administrative documentation are compiled and filed within established timelines.
Required Education, Experience & Abilities
- Post-secondary education in Business Administration, Office Administration, Construction Administration, Project Administration, or a related field is an asset.
- 1–3 years of experience in an administrative, project support, or office coordination role preferred.
- Experience in remediation, construction, environmental services, civil construction, earthworks, or infrastructure is an asset.
- Experience organizing project documentation, processing invoices, maintaining records, or supporting project teams is preferred.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple tasks, prioritize competing demands, and meet deadlines.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Ability to maintain confidentiality and handle sensitive company and project information.
- Experience with project management, accounting, or document control systems is an asset.
- Ability to work collaboratively with internal teams and external stakeholders.
- Familiarity with WHMIS, Working at Heights (WAH), WSIB, and OHSA requirements is an asset.
Why This Role Matters
The Project Administrator plays an important role in ensuring remediation projects remain organized, properly documented, and administratively supported. By maintaining accurate records, assisting with invoice processing, coordinating documentation, and supporting Project Managers with day-to-day administrative requirements, this position helps the project team operate efficiently and focus on successful project delivery.
Success in this role contributes to YORK1's ability to maintain accurate project records, support financial accountability, meet administrative deadlines, and deliver remediation and infrastructure projects effectively.
Why Work With YORK1?
Our employees are essential in helping us achieve our mission of providing exceptional service and innovative solutions through our infrastructure and environmental services to some of Ontario's largest commercial and residential projects. They are the foundation of our success and represent our greatest strength.
At YORK1, we focus on investing in our employees through career development and creating a culture of success, collaboration, and continuous improvement. This is an opportunity to join a growing organization where your contributions have a direct impact on the successful delivery of meaningful infrastructure and environmental projects.
YORK1 supports diversity, equity, and a workplace free from harassment and discrimination. We are committed to an inclusive, barrier-free recruitment and selection process and workplace. If you are contacted to participate in the recruitment, selection, and assessment process, please advise the interview coordinator of any accommodations needed to ensure you have access to a fair and equitable process.
We thank everyone who applies; however, only the most qualified applicants will be contacted.
