Project Administrator, Commercial Mechanical

4 weeks ago

Vaughan, Canada Plan Group Full time

Are you a master organizer who can multi-task in a dynamic, fast-paced environment? Does being a part of an organization that builds and works on complex projects excite you?  Do you like being the “go-to” person who supports your team? Take the leap and make your mark at Plan Group

As a Project Administrator, you will:

  • Generate monthly “New Business Report” and summarize for management review.
  • Update “Active Job List” and correspond with PM’s on a monthly basis to track project status and completion dates.
  • Create monthly ToolWatch reports and distribute to PMs for their acknowledgement and action where required.  Track and log PM acknowledgement.
  • Ensure compliance with LPR reporting by foreman.  Create and distribute regular LPR reports per project.
  • Ensure foreman complete and submit two-week-look-ahead forms weekly.  Log and record.
  • Manage Stabilization fund process, including tracking timesheets, supplier invoices, Consultant Sign-Off letters and submitting packages to Local Unions per project % complete intervals.
  • Completes and submits job startup request forms & prepares new job folders on network drives including uploading of estimating files.  Complies all required documents (Form 1000, WSIB, COI, Bonding, H&S documents, etc.) at each project start to for submission to client.
  • Keep record and log of all active subcontractor regulated documents (Form 1000, WSIB, COI).  *Non-subcontract service providers.
  • Prepares and compiles close out documents and coordinates with ECS for As-Built drawing completion.
  • Perform line material goods receipt entry in Coupa.  Reconcile with original Purchase Requisition.
  • Setup user and project profiles in ProCore and enter budget ($,Hr) uploads.
  • Update and maintain all latest file templates.  Archive obsolete copies, update new templates as directed.
  • Schedule and administer Department, Estimating Handover, & Post Construction meetings.  Take and distribute minutes.
  • Maintains health and Safety training records for department (PMs, Coordinators, Foreman). Advise when training has expired. 
  • Provide administrative support as required; schedule meetings, manage department files, mail distribution and uniform requests.

Our ideal candidate has:

  • A certificate or diploma in office or business administration.
  • Minimum of 2 years’ administrative experience
  • Experience in the construction industry an asset
  • Ability to perform and communicate in a highly professional and effective manner.
  • Exceptional interpersonal and organizational skills and the ability to prioritize under pressure.
  • High level proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel) Adobe Acrobat.


When you join #TeamPlanGroup, you’ll be part of a company that’s growing into one of the most renowned and respected integrated construction companies in the country.  Our global network offers endless possibilities.  

Bring your talent, energy and ideas, and together, let’s build your career.  For more information follow us on social media and visit our website at www.plan-group.com

Thank you for your interest in joining Plan Group, an equal opportunity employer.  Please note that due to the volume of applicants only those who will be considered for an interview will be contacted. Accommodations for applicants with disabilities will be made during the recruitment processes. Should you be contacted for an interview, please advise if accommodations are required.

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