Project Administrator

7 days ago

WhitchurchStouffville, Canada Powell Foundations Full time

With over 60 years of experience, Powell Foundations is a leader in designing and installing pile foundations, shoring, and footings for MTO, Metrolinx, and private projects across Ontario. We prioritize safety, quality, and transparency to deliver projects on schedule.

**Job Overview**:
The Project Administrator will provide essential support to Project Managers (PMs) and Operations by handling project documentation, safety compliance, procurement coordination, and administrative tasks to ensure projects run efficiently from start to finish. This role requires strong organization, attention to detail, and the ability to manage multiple priorities simultaneously.

**Responsibilities**:

- Receive locate request forms from PMs and process with One Call or private locators.
- Review completed locates with PMs for accuracy.
- Request safety documentation from subcontractors and maintain organized project folders.
- Coordinate completion of Powell’s Subcontractor Pre-Qualification forms.
- Submit Powell training records, H&S documentation, and GC-required subcontractor pre-qualification forms to clients.
- Assist in arranging site orientations and training sessions in coordination with H&S, PMs, and Operations.
- Compile handover binders and large-scale drawings.
- Complete handover checklists during project handover meetings.
- Compile and submit weekly safety documentation to clients.
- Collect Daily Work Reports (DWRs) from the field and transfer them into Excel Time & Material (T&M) sheets.
- Maintain accurate yard inventory (steel, shims, spacers, steel plate, sonotube, burlap, poly).
- Issue purchase orders (POs) for supplies and consumables as needed, in coordination with the Yard team.
- Create and maintain projects in Corfix software.
- Prepare Daily Operation Summaries and Trucking Request templates.
- Prepare standard POs (e.g., fuel, bolts).
- Coordinate with Finance and PMs to track and close POs.
- Create hospital maps and other project-specific reference materials.
- Support side projects such as organizing company resource folders by removing duplicates and archiving outdated templates.

**Qualifications**:

- Previous experience in coordination, administration, or construction support preferred.
- Strong organizational and time management skills.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with Corfix is an asset.
- Excellent written and verbal communication skills
- Ability to work collaboratively with multiple departments and stakeholders.

Powell Foundations is committed to meeting the accessibility needs of persons with disabilities in an effective and timely manner in accordance with the applicable standards set out in the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), the provisions of the Ontario Human Rights Code, and any other applicable legislation. We foster an inclusive organizational culture as an Equal Opportunity Employer.

Pay: $46,400.00-$58,000.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

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