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Project Admin Assistant Jobs in Toronto, ON (NOW HIRING)

Landmark Structures Co

Project Admin

Burlington, ON · On-site

The Project Admin will perform the technical and support functions for design/build, self ... Set up and maintain project files. * Assist the Project Manager with completing and maintaining all ...

New

TalentSphere

Contract Administrator

Toronto, ON · Hybrid

... Admin assistant to their Toronto office to support project teams during the construction phase while gaining mentorship and exposure to high level, confidential government projects. THE ROLE Working ...

Aecon Group Inc.

Project Administrator (Ajax)

Ajax, ON · On-site

Reporting to the Division Manager, the Project Administrator provides essential administrative and ... Populate backup billing spreadsheets, and complete billing spreadsheet for month-end * Assist with ...

GHD

Assistant Contract Administrator

Markham, ON

CA$137K/yr

... Assistant Contract Administrator to work as part of a contract administration team on Highway ... Liaise with the Project Managers, designers, field inspectors, contractors and clients on a daily ...

HDR

Assistant Contract Administrator

Richmond Hill, ON · On-site

We believe construction services are more than project delivery, they're about safeguarding quality ... HDR is seeking an Assistant Contract Administrator to join the Construction and Field Services team ...

Targeted Talent

Project Coordinator

Toronto, ON · Hybrid

... * Assist in the preparation of project proposals and budgets. * Work with project managers to ... Experience with contract admin software, such as Procore (preferred). * Familiarity with Bluebeam ...

Targeted Talent

Project Coordinator

Toronto, ON · Hybrid

... * Assist in the preparation of project proposals and budgets. * Work with project managers to ... Experience with contract admin software, such as Procore (preferred). * Familiarity with Bluebeam ...

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Project Admin Assistant information

What is a project admin assistant?

Project Admin Assistants are professionals who provide administrative and organizational support to project managers and teams. They help coordinate project activities, manage schedules, prepare documents, and ensure communication flows smoothly among team members. Their responsibilities often include organizing meetings, maintaining project records, handling correspondence, and assisting with budgeting and reporting tasks. By managing these essential administrative duties, Project Admin Assistants help keep projects on track and enable teams to focus on core project goals.

What are the key skills and qualifications needed to thrive as a project admin assistant?

To thrive as a Project Admin Assistant, you need strong organizational skills, attention to detail, and proficiency in administrative tasks, typically supported by a high school diploma or associate degree. Familiarity with project management software (such as Microsoft Project or Asana), office suites (like Microsoft Office or Google Workspace), and basic document management systems is often required. Effective communication, time management, and adaptability help you excel in supporting project teams and managing shifting priorities. These skills and qualities are crucial to ensure smooth project operations, timely task completion, and efficient team collaboration.

What are the main challenges a project admin assistant might face when supporting multiple projects simultaneously?

A common challenge for Project Admin Assistants is managing competing priorities across several projects with different deadlines and requirements. Staying organized, communicating effectively with project managers, and proactively tracking progress are key to balancing these demands. The role often requires flexibility and the ability to quickly adapt to shifting schedules while ensuring that administrative tasks, such as documentation, scheduling, and reporting, are completed accurately and on time.

How much is a project admin assistant paid?

The salary for a project admin assistant typically ranges from $40,000 to $60,000 annually, depending on experience, location, and industry. Entry-level positions may start lower, while experienced assistants or those in high-demand areas can earn more. Compensation often includes benefits such as health insurance and paid time off.
Project Admin Assistant jobs near you
Infographic showing various Project Admin Assistant job openings in Toronto, ON as of August 2026, with employment types broken down into 87% Full Time, 8% Part Time, and 5% Contract. Highlights an 86% Physical, 4% Hybrid, and 10% Remote job distribution.

Project Admin

Landmark Structures Co

Burlington, ON • On-site

Full-time

Posted 3 days ago

New

Job description

Landmark is a leading provider of engineering, construction, and asset management services for storage solutions in the water, wastewater, power, and industrial markets. We operate throughout North American and have built our reputation on delivering the most challenging projects with a high degree of efficiency and precision. Challenging the norm and innovating better methods is core to our approach.

The Project Admin will perform the technical and support functions for design/build, self-performance construction and maintenance projects. This role will work under the direction of the project managers to perform tasks related to various functions of project management coordination.

Essential Functions:

Accountable for the execution of project administration functions as directed by the Project Manager; Perform duties within the procedures established for project management including but not limited to the following tasks.

  • Set up and maintain project files.
  • Assist the Project Manager with completing and maintaining all project planning documents
  • Assist the Project Manager with setting up project planning meetings. Take & distribute notes/minutes of meetings
  • Procure all require materials and equipment as directed by the Project Manager.
  • Distribute and confirm receipt of Landmark project drawings and specifications, including all revisions, to the stakeholders.
  • Establish and maintain project submittal register to include request for information (RFI).
  • Coordinate and manage submittals from and to customers, consulting engineers, Landmark engineering, operations, procurement, fabrication, and subcontractors.
  • Work with the Project Manager to compile and submit project submittals.
  • Compile, track and manage subcontract agreements and change orders.
  • Ensure that all subcontractors have an approved certificate of insurance (COI), and WSIB clearance prior to start of work.
  • Coordinate vendor payment with procurement and accounting departments.
  • Compile, develop and submit all project billings to the customer and Landmark's accounting department.
  • Update all project account receivables (aging report) weekly.
  • Correspond with the consulting engineer and/or owner on overdue Landmark invoices and document findings with the project manager.
  • Compile, organize and manage project operations & maintenance (O&M) manuals through the life cycle of the project until final submission of the approved O&M manual to the owner.
  • Setup new vendors and maintain supplier list.
  • Manage / maintain all project documentation
  • Participate in project review meetings with the project manager
  • Attend assigned professional development training, if applicable
  • Demonstrate, by example, behaviors in alignment with Landmark's mission, vision, and values.
  • Demonstrate standard for behavior congruent with company ethics, morals, and expectations.
  • Perform other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications

  • High school diploma or GED.
  • 2 to 5 years of similar experience.
  • Exposure to project management functions in a construction industry involving self-performance of construction works.
  • Proficient grasp of concepts related to construction execution.
  • Effective written and verbal communication skills.
  • Proficient with Adobe Acrobat, Microsoft Outlook, Word, Excel, Power Point, Publisher.
  • Proficient organization skills and attention to detail.

Landmark Structures Co. is an Equal Opportunity Employer

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