Project Administrator

Our client, a well-established professional services organization in Ottawa, is looking for an organized, proactive and detail-oriented Project Administrator to join their team in a newly created position.

Supporting multiple teams across the organization, the Project Administrator will play an important role in keeping project information, documentation, deadlines and internal communications organized and on track
.

This is an excellent opportunity for someone who enjoys creating structure, improving processes and being the person behind the scenes who keeps projects and teams organized.

A key focus of the position will be identifying opportunities to improve and standardize administrative processes, documentation and information sharing across the organization. You will also work closely with senior leadership, providing administrative and project-based support and taking ownership of internal initiatives.

This is not a technical position, and previous engineering or industry-specific experience is not required.

• Provide administrative and project support to multiple teams and departments.
• Manage and maintain project information, documentation and records, ensuring information is accurate, current and easily accessible.
• Maintain project information within internal systems, databases and tracking tools.
• Track project deadlines, milestones, deliverables and outstanding action items.
• Follow up with team members to ensure required information and documentation are received on time.
• Coordinate the flow of information between project teams, departments and senior leadership.
• Support internal project communications and keep stakeholders informed of deadlines, changes and outstanding requirements.
• Prepare, format, organize and distribute project documentation, correspondence, reports, presentations and other materials.
• Coordinate meetings, including scheduling, preparing agendas and materials, taking minutes and tracking follow-up items.
• Assist with project setup, ongoing administration and project close-out documentation.
• Maintain organized electronic project files and consistent documentation practices.
• Help develop and implement templates, processes, procedures and administrative tools to improve efficiency and consistency.
• Review existing administrative workflows and identify opportunities for improvement.
• Support the implementation and ongoing use of internal systems and databases.
• Assist senior leadership with reporting, research, presentations, special projects and internal initiatives.
• Take ownership of administrative projects that support the continued growth and efficiency of the organization.

• Post-secondary education in Business Administration, Office Administration, Project Administration or a related field.
• Previous experience as a Project Administrator, Project Assistant, Administrative Coordinator, Office Coordinator or in a similar role.
• Experience supporting multiple projects, departments or senior leaders simultaneously.
• Strong experience managing documentation, databases, records and administrative systems.
• Demonstrated ability to track deadlines, follow up on outstanding items and keep multiple priorities organized.
• Experience developing or improving administrative processes, templates or workflows is considered a strong asset.
• Strong proficiency with Microsoft Office/Microsoft 365
  , including Word, Excel, Outlook, PowerPoint and Teams.
• Ability to quickly learn new databases, project management tools and internal systems.
• Previous experience in engineering, construction, architecture or another professional services environment is an asset, but not required
  .

You are someone who is:

• Highly organized with exceptional attention to…