Administrative Coordinator, Pwc

2 weeks ago

Ottawa, Canada Plan Group Full time

We are looking for a Administrative Coordinator to join our Electrical Team You will play a key role supporting our project teams in delivering work that shapes communities and drives innovation. By managing daily administrative tasks, coordinating communication, and handling important project documents, you help keep projects on track. If you’re organized, proactive, and comfortable using project tools, this is a great opportunity to build your career with a company that values collaboration and quality.

**This opportunity is located in Ottawa, ON and on-site at the Parliament Welcome Centre (PWC).**

As an **Administrative Coordinator**, you will:

- Provide daily administrative support to project managers and site teams.
- Organize meetings, update project schedules, track key deliverables, and take meeting minutes.
- Handle project documents such as RFIs, submittals, change orders, and site instructions.
- Keep digital filing systems (like Procore and SharePoint) organized and up to date, ensuring documents are properly shared and version-controlled.
- Manage day-to-day communication with internal teams, clients, vendors, and subcontractors; monitor shared inboxes and follow up as needed.
- Help with purchasing by preparing POs, coordinating with vendors, tracking inventory, and logging goods received.
- Work with suppliers to confirm deliveries and make sure they meet site access and compliance rules.
- Assist with timekeeping, billing, invoicing, and expense tracking.
- Keep safety records in order, help schedule safety meetings, and make sure site requirements are met.
- Support onboarding and offboarding of team members; keep personnel files updated and help organize training.
- Utilize project tools (e.g., Procore, SharePoint, Excel) to manage data, track metrics, and troubleshoot basic system issues.
- Manage office supply inventory, coordinate equipment needs, and assist with site signage and event planning.

**Qualifications**
- Minimum of 2 years of experience in administrative or project coordination roles, preferably in construction or related industries.
- Must be eligible and comfortable to complete a Secret (Level III) security clearance.
- Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
- Experience with procurement, vendor and supply coordination, and event planning support.
- Proficient in Microsoft Office and familiar with project management tools such as Procore and SharePoint.
- Excellent written and verbal communication skills; detail-oriented with strong record-keeping abilities.
- Basic understanding of billing, expense tracking, and timekeeping processes.
- Knowledge of safety documentation and compliance is an asset.
- Ability to work independently and collaboratively, with professionalism in handling sensitive information.
- Experience supporting both field and office staff is preferred.

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