Overview
Project Administrator Jobs in North York, Ontario, Canada at EBC Inc.
Title: Project Administrator
Company: EBC Inc.
Location: North York, Ontario, Canada
Job Description
For more than 50 years, the building team has given life to countless construction projects, distinguished by the high quality of their work, meeting the highest standards in the industry and seeking environmental certifications. Engineers, architects and other building specialists work with heart and enthusiasm to meet deadlines and exceed customer expectations, while improving the well-being of communities.
Office buildings, hospitals and research centers, educational establishments, residential buildings, hotels, shopping centers, factories, sporting and cultural centers, our team excels in erecting these places using state-of-the-art tools and space. human at the heart of its concerns by advocating an innovative collaborative approach.
Come build the future with us!
We are looking for a Project Administrator to work on one of our important building projects in North York.
The Project Administrator is responsible for providing dedicated administrative and contractual support to the commercial and project management team. This role ensures the accurate and timely processing of project documentation, subcontract administration, cost tracking, and procurement coordination to support the successful delivery of construction projects.
Responsibilities
- Document Control & Correspondence: Managing and maintaining project records including contracts, amendments, RFIs, submittals, meeting minutes, and correspondence logs in accordance with document control procedures.
- Subcontract Administration: Supporting the preparation, issuance, and tracking of subcontracts, purchase orders, and contract amendments. Maintaining subcontractor files and ensuring documentation is complete and up to date.
- Invoice & Payment Processing: Receiving, reviewing, and routing subcontractor and supplier invoices for approval. Tracking payment status and following up to ensure timely processing in alignment with contractual obligations.
- Cost Tracking & Reporting: Assisting the commercial team with maintaining cost logs, commitment registers, and change order tracking. Preparing summary reports and spreadsheets to support budget monitoring and forecasting.
- Procurement Support: Assisting in the preparation of Request for Quotation (RFQ) and Request for Proposal (RFP) packages, maintaining bidder lists, collecting and organizing quotes, and supporting bid evaluation processes.
- Change Management: Supporting the tracking and administration of project variations and change orders, including logging, status updates, and coordination with the project team to ensure timely resolution and documentation.
- Meeting Coordination & Minutes: Organizing and scheduling commercial and project meetings, preparing agendas, recording and distributing meeting minutes, and following up on outstanding action items.
- Compliance & Filing: Ensuring all commercial documentation is filed, stored, and accessible in accordance with project and company protocols. Supporting audit readiness and compliance requirements.
Requirements
- A diploma or degree in Business Administration, Construction Management, or a related field is preferred.
- 1–3 years of experience in a construction, engineering, or project management administrative role. Prior experience supporting a commercial or quantity surveying team is an asset.
- Strong working knowledge of MS Office Suite (Word, Excel, Outlook). Familiarity with project management or document control platforms (e.g., Procore, SharePoint, or similar) is an asset.
- Demonstrated ability to manage multiple priorities simultaneously, maintain organized records, and meet deadlines in a fast-paced project environment.
- High degree of accuracy in data entry, document review, and financial tracking to ensure integrity of commercial records.
- Strong written and verbal communication skills with the ability to liaise professionally with subcontractors, suppliers, consultants, and internal project team members.
- Must be able to work onsite in North York.
- Valid Government of Canada security clearance or eligibility to obtain one, in accordance with project security requirements.
Benefits
- Competitive salary;
- 4 weeks' vacation per year;
- Comprehensive group insurance program;
- RRSP group program with an employer contribution to a DPSP;
- Employee assistance program;
- Continuing education;
- Active social club;
- Friendly and stimulating work environment;
- Large scale projects;
- Corporate Clothing Program upon hiring.
