Intermediate Project Administrator
Dokainish & Company
- Toronto, Ontario, Canada
- Toronto, Ontario, Canada
Über
Since 2011 Dokainish & 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 across numerous business functions. Our 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 Projects. We 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
Establish, maintain, and manage project documentation systems, registers, and filing structures in accordance with program 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
Assist with 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
Assist with procurement administration, including RFP/RFQ coordination and bid tracking
Support program-level administrative functions, including meeting coordination, travel logistics, 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
Requirements
Education
Bachelor's 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
Proficiency with document management systems and project management information systems (PMIS)
Advanced proficiency with 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: This role description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, duties, skills, or qualifications required.
If you believe your skillset, drive, qualifications, and experience is a match, we welcome your application and can't wait to hear from you. We thank all applicants for their interest in joining Dokainish & Company. Please note only those candidates considered for an initial interview 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, race, colour, religion, sexual orientation, gender identity, national origin, disability, age and veteran status, or any other protected status required by applicable law. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Dokainish & Company AODA Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.
Sprachkenntnisse
- English
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