Intermediate Project Administrator

About us:

Since2011Dokainish& Company has been providing world class professional consultancy services.

We specialize in working diligently and collaboratively with our clients to achieve long-lasting and impactful results acrossnumerousbusiness areas of expertise include but are not limited to Project Controls Project Management Quantitative Risk Analysis Organizational Change Management Enterprise Reporting Estimating Asset Management and System Implementation for Capital draw upon decades of project experience to deliver customized solutions to our clients most complex challenges.

Position Overview

Dokainish& Company is seeking an Intermediate Project Administrator to provide project coordination documentation management and reporting support across capital renewal projects within a national science and research facility renewal program.

This role is essential to ensuring efficient program delivery through the management of project documentation coordination of team activities and preparation of reporting packages. The successful candidate will bring strong organizational skills attention to detail and the ability to support multiple project teams in a structured fast-paced program environment.

Key Responsibilities

Documentation Management

• Establishmaintain and manage project documentation systems registers and filing structuresin accordance withprogram standards

• Manage the receipt distribution tracking and archiving of project correspondence submittals transmittals and reports

• Maintain document control logs revision registers and distribution records

• Ensure documentation accuracy completeness and compliance with program governance requirements

Reporting and Coordination

• Support the preparation and compilation of project status reports progress reports and executive reporting packages

• Coordinate project meetings including scheduling agenda preparation minute-taking and action item tracking

• Assistwith the preparation of governance submissions briefing notes and decision packages

• Maintain project dashboards action item trackers and issue/risk logs

Team and Program Support

• Provide administrative and coordination support to project managers cost specialists schedulers and program leadership

• Support onboarding and orientation of new team members within the program

• Assistwith procurement administration including RFP/RFQ coordination and bid tracking

• Support program-level administrative functions including meeting coordination travellogistics and resource tracking

Key Deliverables

• Project documentation registers and filing systems

• Project status reports and progress summaries

• Meeting minutes agendas and action item trackers

• Governance submission packages and briefing notes

• Document control logs and distribution records

Required Qualifications

Education

• Bachelors degree in Business Administration Project Management Construction Management or a closely related discipline

• Diploma or certificate in project administration or document control considered an asset

• Must hold or be eligible to obtain Federal Government Reliability Status security clearance

Experience

• 5-10 years of project administration or project coordination experience in the construction infrastructure or capital project sector

• Demonstrated experience supporting capital programs or multi-project environments

• Experience with document control systems and project management information systems (PMIS)

• Experience in institutional government or public sector project environments considered an asset

Technical Competencies

• Proficiencywith document management systems and project management information systems (PMIS)

• Advancedproficiencywith Microsoft Office Suite (Word Excel PowerPoint Outlook SharePoint)

• Familiarity with project controls tools and enterprise collaboration platforms

• Strong data management and information organization skills

Professional Competencies

• Exceptional organizational and time management skills

• Strong written and verbal communication skills

• Ability to manage multiple assignments and competing priorities with a high degree of accuracy

• Proactive resourceful and committed to supporting team success

• High degree of professional integrity and discretion
  

  Note:Thisroledescription is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities duties skills or qualificationsrequired.

  If you believe your skillset drive qualifications and experienceisa match we welcome your application andcantwait to hear from you.

  We thank all applicants for their interest in joiningDokainish& those candidates considered foran initialinterview will be contacted.

  Notes:
  VACANCY STATUS: This posting is for a new position.
  AI USAGE: This organization does not use artificial intelligence to screen assess or select applicants for this particular open position. All applications are personally reviewed by our Talent Acquisition Team.
  

  Dokainish& Company is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to age gender racecolour religion sexual orientation gender identity national origin disability age and veteran status or any other protected status required by applicable law.

  In accordance withthe Ontario Human Rights Code Accessibility for Ontarians with Disabilities Act 2005 andDokainish& Company AODA Policy accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.

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