Project Administrator

Projects Administrator

Location:

Burnaby, BC

Position Type:
Full-Time (Monday to Friday, 8:00 AM – 4:30 PM)

Department:
Operations

Habitat Systems is a leading provider of commercial-grade playground and park equipment across Western Canada. We collaborate with schools, municipalities, landscape architects, and community organizations to create inspiring and inclusive outdoor spaces. Recognized as Playground Company of the Year and an Employee Recommended Workplace, we pride ourselves on our commitment to excellence, community impact, and a supportive team culture. Habitat is celebrating 30 years in business in 2025.

We are currently seeking a Projects Administrator to join our dynamic Operations Team at our Burnaby office. This role is ideal for an organized, proactive, and people-oriented individual who enjoys variety in their work and is passionate about contributing to meaningful community projects.

• Conduct detailed project reviews to ensure compliance with internal and vendor-specific guidelines.
• Create and manage digital project files:
  Fiscal entries, Project Costing sheets
• Initiate templated email communications to clients and vendors, including tracking and follow-up.
• Maintain Trello cards for project tracking and team communication.
• Review and organize physical folders.

• Coordinate the shipping of supply-only orders (from small packages to pallet shipments), including communication with clients and site contacts.
• Send installation scheduling emails and confirm site readiness.
• Send installation summaries and scheduling updates to internal teams.

• Match AP/AR records and ensure monthly accounting deadlines are met.
• Code and record operational invoices in Fiscal and Project Costing systems.
• Monitor and update credit card and lumber expenses.
• Ensure project close-out steps are complete (invoice numbers, install hours, etc.).
• Provide accounting with coding and invoice approvals.

• Prepare agendas, reminders, and take minutes for monthly safety meetings.
• Develop and distribute weekly safety topics for field staff.
• Submit BC1 Call requests for installation projects and communicate updates to relevant parties.

• Experienced:
  Post-secondary education or relevant experience in Administration, Project Coordination, or Logistics.
• Tech-Savvy:
  Proficient in Outlook, Word, Excel; comfortable with data entry and cloud-based systems like Trello or CRM platforms.
• Detail-Oriented:
  Strong attention to accuracy and quality across documentation, communication, and records.
• Multi-Tasker:
  Skilled at juggling multiple priorities and deadlines in a fast-paced environment.
• Communicator:
  Clear, professional, and friendly in both written and verbal communication.
• Team Player:
  Enjoys collaborating but can also work independently; brings a positive and proactive attitude.

Our office is centrally located at 3762 Napier Street, Burnaby, near Boundary Road and Hastings. We offer a collaborative environment with access to restaurants, coffee shops, and walking routes for your lunch break.

• Comprehensive health benefits package (with Employee Assistance Program)
• Remote work option – up to 2 days/week after 6 months of training
• Free on-site parking
• Sit/stand desks and ergonomic workstations
• Business casual dress code
• Summer BBQs, team socials, and other fun perks
• Supportive team culture

Please submit your resume, cover letter, and salary expectations. We thank all applicants for their interest; only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $48,000.00-$54,000.00 per year

• Casual dress
• Company events
• Dental care
• Discounted or free food
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program
• Work from home

• Do you currently hold a work permit, and if so, does it have any restrictions we should be aware of?

Work Location:

In person