Project Administrator - Utility Construction

Job summary

The Project Administrator provides coordination and documentation support to ensure the efficient delivery of major utility construction projects. This role maintains accuracy, organization, and compliance across project records, including onboarding, financial documentation, and project reporting.

Job details

Forbes Bros. Group of Companies delivers transmission, distribution, substation, and related power infrastructure projects across Canada and the United States. Our work spans field construction, project delivery, operations, and corporate support in an environment where safety, execution, and reliability matter. POSITION SUMMARY The Project Administrator provides coordination and documentation support to ensure the efficient delivery of major utility construction projects. Operating within the project delivery team, this role maintains accuracy, organization, and compliance across all project records, including onboarding, financial documentation, and project reporting. The Project Administrator acts as the administrative backbone of the field and office interface — ensuring that safety, payroll, quality, and project documentation requirements are maintained. This position requires a strong understanding of construction documentation protocols, exceptional attention to detail, and the ability to work collaboratively in a fast-paced project environment. CORE RESPONSIBILITIES Project Documentation & Administration Maintain organized project files, correspondence, and transmittals in accordance with project document-control requirements. Support onboarding and credential verification for site personnel and subcontractors. Prepare weekly progress and cost-tracking reports in collaboration with project controls. Coordinate with payroll and finance teams to process timesheets, purchase orders, and invoices. Compliance & Record Management Track and maintain training, safety, and inspection documentation. Ensure required permits, drawings, and quality documentation are accessible and maintained for project requirements and audits. Maintain confidentiality and data integrity across project systems (Viewpoint, Procore, SharePoint). Project Support & Communication Assist Project Managers and Coordinators with meeting scheduling, minutes, and action tracking. Liaise with field supervision, project teams, and Shared Services to support timely information flow. Provide administrative support for project reporting, workforce documentation, and training records. Collaboration & Continuous Improvement Work safely and contribute to safety improvement initiatives. Support continuous improvement of project administration processes and procedures. ESSENTIAL REQUIREMENTS Education & Experience Diploma in Business Administration, Construction Administration, or related field. 2–4 years of administrative experience within construction, utilities, infrastructure, or EPC environments. Experience supporting major projects or field-based construction teams considered an asset. Skills & Abilities Proficient in Microsoft Office, Adobe Acrobat, and construction/project management platforms (Viewpoint, Procore, SharePoint). Strong attention to detail, organization, and confidentiality. Knowledge of construction documentation processes, safety requirements, and basic project workflows. Valid Ontario Class G driver’s licence. Forbes Bros. Group of Companies and its affiliated entities are committed to providing a respectful and accessible recruitment process. Employment is subject to the requirements of the applicable role, location, project, and employing entity. Depending on the position, this may include verification of work authorization, background screening, driver abstract, drug and alcohol screening, credential verification, client/site access requirements, and other pre-employment conditions permitted by applicable law. Applicants who require accommodation during the recruitment process are encouraged to contact the recruitment team.

What you’ll do

The Project Administrator provides coordination and documentation support to ensure the efficient delivery of major utility construction projects. This role maintains accuracy, organization, and compliance across project records, including onboarding, financial documentation, and project reporting.

Requirements

Candidates must have a diploma in Business Administration, Construction Administration, or a related field. A minimum of 2–4 years of administrative experience within construction, utilities, infrastructure, or EPC environments is required.

Listed skills

• Financial Reporting · Preferred
• SharePoint · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Construction Documentation · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project Administration
• Construction Documentation
• Document Control
• Financial Reporting
• Payroll Processing
• Compliance Management
• Safety Documentation
• Viewpoint
• Procore
• SharePoint
• Microsoft Office
• Adobe Acrobat
• Data Integrity
• Record Management
• Communication
• Training Records Management
• Project Documentation
• Administrative Support
• Construction Project Management
• Workflow Management
• Project Controls
• Administrative Functions
• Project Delivery
• Auditing
• Construction
• Business Administration
• Management
• Confidentiality
• Construction Management
• Continuous Improvement Process
• Finance
• Event Scheduling
• Invoicing
• Project Management
• Operations
• Microsoft SharePoint
• Subcontracting
• Coordinating
• Reliability
• Project Files
• Detail Oriented

Job areas

• Construction
• Administrative
• Energy
• Management & Leadership
• Construction Project Administrator
• Project / Program Administrative Assistant
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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