Job Summary

This is an in-office position, all applicants must physically live in Ontario, Canada, with legal status to work in Canada.
The Construction Administrator plays a crucial role in supporting the successful execution of mechanical and electrical construction projects. This position involves coordinating administrative tasks, facilitating communication among project stakeholders, and ensuring compliance with project specifications and regulations. The Construction Administrator assists project managers and teams in achieving project objectives within specified timelines and budgets.

Essential Functions of the Position:

As a Construction Administrator, you will provide administrative support to the project management team, including managing project documentation, electronic and physical filing, meeting minutes, reports, etc. You are responsible for the communication and coordination between project stakeholders, clients, subcontractors, vendors and internal teams. You will manage the coordination of site meetings and collaborate with procurement to ensure the timely delivery of project materials and assist in the preparation and submission of applications and regulatory documentation. You will provide financial administration assisting in project expense tracking, forecasting, budgeting and providing accurate and up-to-date financial data.

Job Specifications:

  • Documentation Management:
    • Maintain and organize project documentation, including contracts, drawings, specifications, and change orders.
    • Ensure all project documentation is up-to-date, accurate, and easily accessible to project stakeholders.
  • Subcontractor Coordination:
    • Assist in the coordination of subcontractors for mechanical and electrical work.
    • Facilitate communication between subcontractors and project managers to ensure alignment with project schedules and specifications.
  • Permitting and Regulatory Compliance:
    • Assist in the preparation and submission of permit applications for mechanical and electrical installations.
  • Material Procurement and Logistics:
    • Support procurement teams in sourcing and purchasing materials and equipment required for mechanical and electrical installations.
    • Coordinate delivery schedules and logistics to ensure the timely arrival of materials to the project site.
  • Communication and Reporting:
    • Serve as a central point of contact for project stakeholders, providing regular updates on project progress, issues, and resolutions.
    • Prepare and distribute project reports, meeting minutes, and other communications as required.


  • Minimum three years of business administration experience.
  • Proven experience in construction administration, preferably within the mechanical and electrical fields.

Skills and Experience

  • Excellent communication and interpersonal skills, with the ability to liaise effectively with diverse stakeholders.
  • Proven high degree of accuracy, effective time management, and strong organizational skills.
  • Strong skills in MS Office (Word, Excel, Outlook).
  • Proficiency in project management software, Microsoft Office Suite, and document management systems.
  • Ability to multi-task, prioritize activities and work under pressure.
  • Results-oriented and able to take the initiative.

Physical Capabilities/Work Environment

Physical and Sensory Demands: Office: Minimal demands; typical of a position operating within an office environment; periods of extensive sitting at a desk and in meetings and concentrated use of visual and auditory senses; substantial repetitive keyboard/mouse movement; high sensory demands because of required concentration and attentiveness to detail and regular distractions and interruptions.

Working Environment: Office: Much of the time is spent sitting comfortably with frequent opportunities to move about. The office is located in a comfortable indoor area, and options for hybrid workstations are available for this position. Candidates must be able to climb stairs.


  1. Competitive commensurate with experience
  2. A full company-paid benefits package
  3. Vehicle mileage when applicable
  4. Group RRSP plan with company matching
  5. Real opportunities for growth, development and advancement
  6. Fun and social work environment/events
  7. An open and collaborative work environment


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