Project Administrator II

Job summary

Manage engagement records, prepare briefing and regulatory materials, and coordinate logistics for community events. Support application processes, meetings, follow-ups, team sites, calendars, and general office operations while liaising with internal and external stakeholders.

Job details

Professional Summary The Client is seeking a dedicated Project Administrator II to support Community and Indigenous Engagement initiatives across North York and Chatham operations. This role is instrumental in maintaining rigorous records management, supporting regulatory filings, and facilitating event logistics for local stakeholder engagement. The ideal candidate will possess exceptional organizational capabilities, a collaborative professional demeanor, and the ability to operate independently within a highly regulated environment. While administrative efficiency is paramount, experience or familiarity with Indigenous community engagement and energy sector projects is highly valued. Core Responsibilities Manage and monitor the engagement inbox, accurately creating and logging entries within internal database systems (Salesforce/SIMS). Utilize Power BI and Microsoft Word to compile, format, and review briefing materials, letters, and regulatory supporting document packages. Coordinate internal and external logistics for community events, including venue selection, catering, hotel accommodations, promotional material inventory, and vendor onboarding. Guide internal stakeholders and external applicants through the corporate citizenship and sponsorship application processes. Attend project and stakeholder meetings, record accurate minutes, track action items, and manage follow-up commitments. Maintain team SharePoint sites, shared calendars, distribution lists, and contact databases in strict adherence to corporate records management protocols. Facilitate administrative team support, including building access requests, guest Wi-Fi registration, meeting room scheduling, and general office coordination. Liaise effectively with internal project teams, consultants, and engagement specialists to support seamless department operations. Required Qualifications Post-secondary education in Business Administration or a related field, combined with a minimum of 3 years of progressive administrative experience (or an equivalent combination of education and experience; enthusiastic recent graduates with strong alignment will be considered). Proficiency in the Microsoft Office Suite (Word, Outlook, Excel), SharePoint, Salesforce (SIMS), and Power BI for report generation and document processing. Demonstrated ability to manage competing priorities, adapt swiftly to changing tasks, and perform autonomously in a fast-paced, highly regulated industry. Exceptional written and verbal communication skills, with refined attention to detail for reviewing and drafting official correspondence. Preferred Qualifications Background or strong familiarity with First Nations, Métis, or Inuit culture and community engagement practices. Prior experience working on energy, infrastructure, or oil and gas project deliverables. Willingness to travel periodically between site locations and attend regional community engagement events. Employment Details Location: North York, ON or Chatham, ON (Hybrid) Contract Duration: 1 Year (Possibility of extension based on performance and business needs)

What you’ll do

Manage engagement records, prepare briefing and regulatory materials, and coordinate logistics for community events. Support application processes, meetings, follow-ups, team sites, calendars, and general office operations while liaising with internal and external stakeholders.

Requirements

Requires post-secondary education in Business Administration or a related field and at least three years of progressive administrative experience, or an equivalent combination; aligned recent graduates may also be considered. Candidates should be proficient with Microsoft Office, SharePoint, Salesforce/SIMS, and Power BI, and demonstrate strong communication, attention to detail, adaptability, and independent prioritization.

Listed skills

• Salesforce · Preferred
• Power BI · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred
• Microsoft Excel · Preferred
• SharePoint · Preferred
• written communication · Preferred
• Prioritization · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Records Management
• Regulatory Filings
• Event Coordination
• Stakeholder Engagement
• Salesforce
• SIMS
• Power BI
• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• SharePoint
• Report Generation
• Meeting Minutes
• Database Management
• Written Communication
• Prioritization

Job areas

• Administrative
• Energy
• Management & Leadership