Project Administrator

3 weeks ago

Ottawa, Canada CLV Full time

Company Overview:

PBC Development and Construction Management Group Inc. is a trusted leader in the development and construction industry, delivering excellence through experience, expertise, and a commitment to quality. With over 50 years of industry knowledge, we have built a strong reputation for navigating the complexities of real estate acquisitions, development, and redevelopment. Our deep understanding of market trends, regulations, and innovative building solutions ensures value-driven projects that exceed expectations.

We provide full-service support, guiding clients through every stage—from feasibility assessments and site selection to land acquisition, design, and construction—delivering seamless, turnkey solutions. Our meticulous project management emphasizes efficiency, sustainability, and cost-effectiveness, ensuring developments align with client goals and market demands.

At PBC, we recognize that success stems from collaboration. We actively engage clients, key stakeholders, design consultants, construction teams, and our dedicated internal teams, fostering strong partnerships and maintaining clear communication. Our commitment to best practices and rigorous protocols mitigates risks, streamlines workflows, and ensures successful, on-time project completion.

With a proven track record of highly satisfied clients, we take pride in transforming visions into reality. Whether creating new developments or revitalizing existing properties, our strategic approach ensures every project is executed with precision, integrity, and lasting value.

Position Description:

We are seeking a highly organized and detail-oriented Project Administrator to support our Project Managers in the successful execution of residential construction projects. This role is essential in ensuring effective document control, contract administration, financial tracking, and communication between internal teams, subcontractors, and owners. The ideal candidate thrives in a fast-paced environment, is proactive, and takes ownership of administrative tasks to keep projects running smoothly and efficiently.

In addition to the duties typically expected of an administrative support professional, the successful incumbent will be responsible for:

Project Administration & Support:

  • Manage a shared construction email inbox, ensuring timely responses and organization of communications.
  • Provide logistic and administrative support to the Project Management team, including Project Managers, Coordinators, and Site Superintendents.
  • Prepare and distribute meeting minutes, reports, and project correspondence to internal and external stakeholders.
  • Maintain project job files—both electronic and hard copies—ensuring all records are well-organized and up to date.
  • Oversee office supply inventory to ensure the team has necessary materials.

Document Control & Contract Administration:

  • Assist with project startup and closeout documentation, ensuring all required documents are properly assembled and filed.
  • Administer contract documentation, including the preparation of prime contracts, subcontracts, purchase orders, and change orders.
  • Manage and update project drawing logs, ensuring the latest revisions are distributed and accessible.
  • Coordinate transmittals, submittals, and other project-related communication with owners, owner’s representatives, and subcontractors.

Financial & Reporting Support:

  • Assist the Accounting department with administrative tasks.
  • Track and coordinate monthly draw requests, ensuring timely invoicing and payment processing.
  • Actively hunt down missing invoices from subcontractors and suppliers, ensuring they are received, properly coded, and submitted to accounting on time.
  • Ensure invoices are correctly filed and matched with the appropriate project records to streamline monthly financial reporting.
  • Follow up with project teams and accounting to resolve discrepancies, preventing delays in payment processing.
  • Monitor project progress and assist in the creation of regular updates for stakeholders through structured reporting.

Most importantly, we are a small yet mighty team. This is a roll up your sleeves, help where you are needed kind of role. We are looking for a new team member who will be a culture builder, someone who will lean in to help us build an engaged and positive work environment, and someone who will support our success when and as needed, as our team will do for you when you need it.

We are an on-site crew 5 days a week, in office and sometimes traveling to construction sites for meetings. We sometimes work late to make sure we meet our deliverables or to support emergency responses, so the ability to work flexible and irregular hours is required. However, we do respect your work/life balance too.

Qualifications & Skills:

  • Entry level experience in an administrative role within construction, real estate, or a related industry is preferred, but not required.
  • Strong organizational and multitasking abilities, with a high level of accuracy and attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software.
  • Excellent communication skills, both written and verbal, with experience in document control and reporting.
  • Proactive mindset with a strong sense of ownership—able to track down missing information and ensure deadlines are met.
  • Self-motivated with the ability to work independently and collaboratively in a fast-paced environment.
  • Familiarity with construction terminology, workflows, and regulatory requirements is an asset.
  • Driver's license and access to transportation.

We are committed to diversity in our workforce and are proud to be an equal opportunity employer. We are excited to work with talented people, period. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national or ethnic origin, gender, age, disability, sexual orientation, gender identity and/or expression, marital or civil status, political affiliation, family or parental status, or any other status protected by the laws or regulations in the jurisdictions in which we operate.

We strive to make our website and application process accessible to all users. Accommodation is available upon request for candidates taking part in all aspects of the selection process. Please send an email to hr@clvgroup.com and let us know the nature of your request and your contact information. This contact information is for accessibility requests only and cannot be used to inquire about the status of applications.

Our team handles a lot of sensitive information, which means we require all candidates that receive and accept employment offers to complete a background check before being hired.

Thank you for your time and desire to join our winning team and to play a critical role in developing future communities across Canada.

Only selected candidates will be contacted. No phone calls please.

We appreciate your interest in exploring this opportunity with our team

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