Overview
Project Office Administrator Jobs in Ottawa, Canada at Modern Niagara
Role Summary
The Project Office Administrator supports the successful mobilization and delivery of a major project by providing administrative and coordination support within a project office environment. Reporting to the Project Director, this role is responsible for managing day‑to‑day office operations while supporting project teams through strong communication, coordination, and organization. Success in this role means a well‑run project office, streamlined communication across teams, and flexible support that adapts to the evolving needs of a project in motion.
Key
Impact / Purpose
- Support the mobilization and ongoing operations of a major project by ensuring the project office runs smoothly and efficiently.
- Enable strong communication and coordination across project teams, stakeholders, and the site office.
- Provide flexible, day‑to‑day administrative support that adapts to evolving project and team needs.
Duties and Responsibilities
- Manage daily operations of the project office, ensuring the space is organized, functional, and supports team productivity.
- Act as a key point of coordination for office and project-related communications, ensuring information is shared clearly and effectively across teams.
- Support the project team with administrative tasks including scheduling, calendar management, meeting coordination, and follow‑ups.
- Maintain accurate and up‑to‑date project documentation, including filing, scanning, and distributing records in both electronic and hard copy formats.
- Assist with organizing team events, meetings, and site activities, including logistics, catering, and coordination.
- Provide flexible administrative support across a wide range of tasks, including supporting office setup, minor renovations, and evolving project needs.
- Assist with project invoicing, financial tracking, and accounts receivable support as required.
- Prepare and compile project close‑out documentation, including O&M manuals.
- Support internal communications, including office updates, memos, and coordination across project stakeholders.
- Ensure all documentation and processes align with company standards and maintain confidentiality of sensitive information.
- Provide backup support to Project Coordinators and assist with additional administrative and project-related tasks as required.
Must-Haves
- 3 years of administrative experience in a fast‑paced, professional environment.
- Strong organizational and prioritization skills with the ability to manage multiple tasks and deadlines in a dynamic setting.
- Proven ability to work independently and adapt to a high‑volume, evolving workload.
- Excellent verbal, written, and interpersonal communication skills, with a focus on clear and ongoing team communication.
- Strong attention to detail, problem‑solving, and decision‑making abilities.
- Ability to handle confidential information with discretion.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and MS Teams.
- Flexible, adaptable, and proactive with the ability to support a wide variety of administrative and project needs.
Nice‑to‑Haves
- Experience working in a construction, project, or site‑based environment.
- Exposure to project financial processes such as invoicing or accounts receivable.
- Experience supporting project mobilization or site office setup.
- Experience with project or construction management software.
Compensation & Benefits
This is a new position. Expected annual compensation: $60,000 – $80,000.
- Performance based bonus opportunities
- Defined Contribution Pension Plan with a generous employer contribution
- Flexible Health and Dental benefits with tiered options to meet the needs of you and your family
- An annual health spending account to support your overall wellness
- 24/7 confidential support through our Employee and Family Assistance Program with access to comprehensive resources and professional services
- A competitive vacation package with additional vacation granted throughout your tenure with the organization.
- Employer Paid Parental Leave Top Up
- Annual Community Day dedicated to volunteering and giving back to the communities where we live and work
- Corporate Discounts through various vendors across Canada for programs such as fitness, mobile phones, travel, home and auto insurance and many others
EEO Statement
We are committed to building a diverse, equitable, and inclusive organization where everyone has access to opportunity, feels a sense of belonging, and can thrive. We actively work to remove barriers faced by members of equity‑seeking groups (including women, Indigenous, Black, racialized, 2
SLGBTQIA+ people, people with disabilities, and newcomers to Canada) in the construction industry. We encourage applications from candidates of all backgrounds and lived experiences and are committed to a barrier‑free hiring process. If you require accommodation at any stage of the recruitment process, please contact us so we can make appropriate arrangements.
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Title: Project Office Administrator
Company: Modern Niagara
Location: Ottawa, Canada
Category:
