Project Administration Specialist

Company Profile

In the mid-1980s, WinAir's founders, Bert and Helen Vergeer, recognized the inefficiencies in aviation maintenance, which relied heavily on paper-based processes. Their vision led to the development of AV-BASE, one of the first digital aviation record-keeping and inventory management systems. Today, WinAir is a fully browser-based solution, used in more than 30 countries. As it celebrates over 35 years in operation, WinAir remains the longest-standing aviation management software provider, continuously innovating to support clients worldwide. With a legacy built on reliability, adaptability, and industry expertise, WinAir continues to shape the future of aviation maintenance management.

Vision Statement

To be the global standard in aviation software—powering safe, efficient, and connected operations through innovation, dependability, and passion.

Mission Statement

We deliver intuitive, reliable aviation software that empowers operators and maintenance teams to work smarter. By combining deep industry knowledge with cutting-edge technology, we streamline operations, ensure compliance, and help our clients keep aircraft flying safely and efficiently.

Our Values

1. Curiosity – A drive to explore, learn, and innovate by asking questions and seeking better solutions.

2. Collaboration – Working together openly and respectfully to achieve shared goals and create stronger outcomes.

3. Dependability – Being reliable, consistent, and accountable in delivering on promises and responsibilities.

4. Efficiency – Maximizing productivity and resources by working smart, staying organized, and reducing waste.

5. Passion – Bringing energy, enthusiasm, and dedication to everything we do, inspiring others through commitment.

The Project Administration Specialist supports the Director of Product and Support by maintaining project organization, communication, and progress across multiple initiatives. This role plays a key part in keeping projects on track and aligned with company priorities, ensuring timelines and deliverables are met. The ideal candidate is proactive, detail-oriented and capable of making operational decisions that help maintain project momentum. They thrive in a dynamic environment, communicate clearly and foster collaboration across teams to ensure efficient and effective project execution. This position also performs additional duties as required to support the goals of the Product and Support department.

Responsibilities

Project Organization & Coordination

• Maintain project timelines, deliverables and task lists to ensure ongoing visibility and accountability.

• Track progress and follow up on action items, ensuring deadlines are met and priorities are clear.

• Identify potential delays or issues early and propose practical solutions to keep projects on track.

Administrative & Reporting Support

• Maintain organized project documentation, reports and dashboards.

• Assist with scheduling, meeting preparation and follow-ups to support the Director's efficiency.

• Help prioritize activities and resources to align with departmental and organizational goals.

Communication & Collaboration

• Serve as a central point of contact between the Director of Product and Support and project team members.

• Keep the Director informed with regular updates on project status, risks and milestones.

• Facilitate open and constructive communication within teams, ensuring clarity of expectations and outcomes.

• Provide honest, professional feedback to both the Director and team members to support continuous improvement.

Decision Support & Initiative

• Exercise sound judgment in making small operational decisions when required.

• Proactively follow up on outstanding items and coordinate next steps to maintain project progress.

• Document and communicate decisions, next steps and deliverables effectively.

Education & Experience

• Minimum 3 years of experience in project administration, operations or a similar coordination role.

• Experience within a SaaS or technical environment is an asset.

Skills & Aptitudes

• Strong organizational and time management skills.

• Excellent written and verbal communication abilities.

• Confidence engaging with all levels of the organization, including cross-functional teams and senior leadership.

• Proficiency in project management and communication tools (e.g., Jira, Confluence, or equivalent).

• Proactive, self-motivated and able to manage multiple priorities while meeting deadlines.

• High attention to detail and accuracy in documentation and reporting.

• Able to deliver honest, constructive feedback in a professional and supportive manner.

• Adaptable to changing priorities in a fast-paced SaaS environment.

• Reliable with strong follow-through and a clear sense of accountability.

• Understanding of SaaS operations or product development processes (an asset).

Environment & Physical

• Candidate must reside in London, Ontario.

• Work in a fast-paced environment with changing priorities

• Be able to work remotely and on-site upon request

• Be able to sit for prolonged periods

Why Work for Us?

We offer a competitive compensation package based on experience and a proven track record of success relative to the deliverables of the role. Benefits offered at WinAir include extended healthcare, dental, EAP, RRSP matching, etc.

We are also proud to offer a flexible work schedule, including "Summer Friday hours" maximizing good work-life balance, different social committee events, and quarterly Town Hall meetings to foster teamwork and a strong, long-lasting work relationship.

Do you want to hear more about what we can offer? Why not check out our website and see what is available? We are hiring for different roles and would love to hear from qualified individuals like yourself

To Apply

Please submit your resume and a detailed cover letter explaining your experience, knowledge, and ability towards this career path, and why we need to speak with you.

Thank you in advance for your interest. Only those candidates selected for an interview will be contacted. If you require any accommodation at any point of recruitment process, please let us know.