J-AAR is forging a future as a premier construction leader in Canada rooted in the founding vision of John and Loralee Aarts in 1982 with a commitment to foster an environment where everyone can achieve their fullest potential supported by the belief in others more than they believe in themselves.

We empower our team members to unlock their full potential on collaborative construction projects with transformative results for our customers communities and individuals engaged in all the projects we are involved in.

We are seeking a highly organized and detail-oriented Project Administrator to support our Project Management team within the Civil Group. This role plays a critical part in ensuring the smooth execution of projects by providing administrative financial and coordination support across multiple active jobs.

The ideal candidate is proactive adaptable and comfortable managing a high volume of documentation invoicing and communication in a fast-paced construction environment.

Environment

J-AAR is hiring a skilled and proactive Project Administrator. In this multifaceted role youll be a key support to our Project Management team helping drive the administrative and financial coordination of active construction projects. You will play an integral role in supporting project delivery by managing documentation purchase orders and high-volume invoicing while ensuring alignment between project teams vendors and internal operations. If youre someone who thrives on organization accuracy and keeping projects running smoothly behind the scenes this is for you.

How you will make an IMPACT

Project Administration Support

Provide day-to-day administrative support to Project Managers and Project Coordinators

Assist with project setup documentation and closeout processes

Maintain and organize project files (digital and physical)

Track and manage project documentation including contracts submittals and correspondence

Support preparation and distribution of project reports and meeting minutes

Purchase Orders & Subcontract Administration

• Prepare and issue purchase orders and subcontract documentation
• Track and maintain purchase order logs
• Ensure proper documentation is in place prior to issuance
• Follow up with vendors and subcontractors for required documentation (insurance WSIB etc.)

Invoicing & Financial Coordination

• Process and track a high volume of incoming invoices
• Review invoices for accuracy and alignment with purchase orders and contracts
• Identify and flag discrepancies between invoices POs and received work
• Coordinate with Project Managers to resolve invoice discrepancies
• Assist with coding and submission of invoices for approval
• Assist in collection of packing slips and submit for proof of payment
• Support month-end processes and reporting requirements

Vendor & Subcontractor Coordination

Act as a point of contact for vendor and subcontractor administrative inquiries

Assist with onboarding new vendors and maintaining records

Coordinate documentation collection (contracts compliance documents etc.)

General Administrative Duties

Maintain office systems and administrative processes to improve efficiency

Assist with document formatting data entry and report preparation

Support other departments as required (estimating accounting operations)

Contribute to continuous improvement of administrative workflows

How you WOW us

• 25 years of administrative experience preferably in construction or project-based environments
• Strong organizational and time management skills with the ability to handle multiple priorities
• Experience with purchase orders invoicing and contract documentation is an asset
• High attention to detail particularly with financial and document review
• Proficient in Microsoft Office (Excel Word Outlook Teams Powerpoint); experience with construction software is an asset (HCSS PowerBI)
• Strong communication skills both written and verbal
• Ability to work independently and as part of a team

How we TAKE CARE of our PEOPLE

• Highly competitive hourly wage
• Referral bonuses
• Company paid benefits
• Group RRSP/DPSP participation
• A team member focused culture with a common objective of finding out what we are capable of and reaching our potential
• Skill building training opportunities career support
• We Celebrate our Achievements: holiday parties BBQs fishing derby sporting event tickets golf days and so much more!

Visit us at:

We thank all candidates for their interest however only those selected for an interview will be contacted.

J-AAR welcomes all applicants and is committed to a diverse workforce. If you require accommodation please contact the People and Culture Department.

This posting is for anexisting vacancy andartificial intelligence may be usedat one or more stages of our recruitment process (for example to help screen and/or assess applications) to support a fair and consistent review.