Project Administrative Assistant

Job summary

Provide administrative support for large-scale construction projects by maintaining documentation, managing meeting schedules, and coordinating project resources. Responsibilities include handling project invoicing, drafting contract award letters, and managing shop drawings and RFIs.

Job details

Job Description Ready to build your career? We want to hear from you. As a Project Administrative Assistant working in the Major Projects team at Pomerleau Construction, you will play a key role in supporting the project team(s) with key administrative tasks. Working on large-scale building and infrastructure projects – ranging from $1.5 million to upwards of $1 billion – you will support the maintenance of project documentation, meeting schedules, and assisting with the coordination of project resources. The Arctic Over-the-Horizon Radar Project (A-OTHR) is a major Canadian infrastructure and defense initiative that will play a vital role in strengthening the country's security and surveillance capabilities for generations to come. As a key partner on this project, Pomerleau is helping deliver innovative infrastructure through a collaborative Integrated Project Delivery (IPD) model alongside industry-leading organizations. Together, the team is designing and building the facilities that will support one of the most advanced radar systems in North America. This is a rare opportunity to join a project of national significance, where your work will contribute to a lasting legacy of innovation, collaboration, and excellence. What You Will Do Proactively communicate and maintain open lines of communication when working with team members, trade partners, consultants and clients, providing exceptional client service. Take pride in using and maintaining our innovative internal technology systems to maintain project documentation. Diligently assist with key documentation and drafting of contract award letters. You are a stickler for detail and consistently ensure that key information is updated and distributed accordingly. Utilize your passion for organization through the maintenance of shop drawings, RFI’s, material purchase orders, change notice quotes and project completion documents. Proactively adapt to all project changes, updating project presentations accordingly. Take charge of our project invoicing and ensure the successful transmission to our Accounts Payable team. Support overall office operations by maintaining an organized, efficient workspace and assisting with administrative tasks to ensure smooth day‑to‑day functioning. This Role Could Be For You If You Have 2+ years of administrative experience in a similar role Post-secondary education in Office or Legal Administration, or a combination of education and industry experience Experience with construction, estimating and/or knowledge of contracts is preferred Ability to work in a fast-paced environment using strong multitasking and prioritization skills Solid written and verbal communication skills Proven organizational skills and a keen attention to detail Proficiency in Microsoft Office Suite and Bluebeam Knowledge of Smartbid and CMiC is an asset Benefits RRSP with up to 5% employer matching Hybrid work model for corporate roles Employee stock ownership program Career growth through real development opportunities Transit pass reimbursement — get to work for free Minimum 4 weeks of vacation from day one For the past six years, we've proudly held the distinction of being one of Canada's Top 100 Employers. Pomerleau is a national leader in construction, delivering major projects across Canada. We believe in creating a workplace where people feel respected, supported, and empowered to grow. Our culture is built on collaboration, trust, and a shared commitment to doing great work. If this speaks to you, apply for this role or connect with one of our recruiters to learn how we can support you throughout the process.

What you’ll do

Provide administrative support for large-scale construction projects by maintaining documentation, managing meeting schedules, and coordinating project resources. Responsibilities include handling project invoicing, drafting contract award letters, and managing shop drawings and RFIs.

Requirements

Requires 2+ years of administrative experience and post-secondary education in Office or Legal Administration. Proficiency in Microsoft Office and Bluebeam is required, with construction industry knowledge and experience with Smartbid or CMiC preferred.

Benefits

• RRSP With Up To 5% Employer Matching • Hybrid Work Model • Employee Stock Ownership Program • Career Growth Opportunities • Transit Pass Reimbursement • Minimum 4 Weeks Of Vacation

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Multitasking · Preferred
• Prioritization · Preferred
• Microsoft Office Suite · Preferred
• invoicing · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project Documentation
• Contract Drafting
• Invoicing
• Office Operations
• Microsoft Office Suite
• Bluebeam
• Smartbid
• CMiC
• Multitasking
• Prioritization
• Written Communication
• Verbal Communication
• Organization
• Attention To Detail
• Client Service
• Resource Coordination

Job areas

• Administrative
• Construction