Project Administration Assistant Jobs in Ontario

Matheson Constructors is a leading construction firm focused on delivering exceptional construction management, general contracting, design-build, and public-private partnership services. With expertise spanning buildings, civil infrastructure, industrial, and special projects, Matheson utilizes the latest digital technology to help partners solve complex construction challenges and achieve their most ambitious project goals.

As a trusted collaborator, Matheson consistently delivers quality service that ensures both projects and partners succeed.

As a Project Coordinator Co-op Student, you will support the Project Team with the coordination and administration of assigned construction projects. Working under the guidance of experienced project team members, you will gain hands-on experience supporting project documentation, scheduling, cost control, procurement, quality, and overall project performance.

This position provides an excellent opportunity to develop practical construction knowledge while contributing to active projects and gaining exposure to the full project lifecycle in a fast-paced construction environment.

• Assist with reviewing project submittals for general conformance with subcontract scopes, specifications, and contract drawings.
• Support the preparation and processing of Requests for Information (RFIs), including gathering supporting documentation such as photos, drawings, sketches, and specifications.
• Assist in identifying conflicting, incomplete, or missing information within construction documents and escalate concerns to the appropriate project team member.
• Log, track, and distribute RFIs and submittals using Procore and in accordance with Matheson policies and procedures.
• Assist with distributing RFI responses and submittal reviews to affected subcontractors and project team members.
• Maintain accurate and up-to-date RFI, submittal, and project documentation logs and reports.
• Maintain current and historical drawings, specifications, Site Instructions, Contemplated Change Notices, Change Directives, and other project records within Procore.

• Assist the Project Manager and Project Team with developing, updating, and monitoring project schedules.
• Support the development and maintenance of submittal and procurement schedules based on construction milestones, required lead times, and consultant review periods.
• Work with project and field staff to identify required submission dates and track procurement activities against the construction schedule.
• Participate in project team meetings to review procurement status, upcoming requirements, outstanding items, and construction progress.
• Assist with following up on outstanding procurement items and communicating updates to the appropriate project team members.
• Assist in identifying potential scheduling conflicts or delays and escalate concerns to the Project Manager or appropriate project team member.

• Assist with preparing and verifying progress payment documentation for owners and subcontractors and tracking project progress.
• Log, track, and distribute Requests for Quotation (RFQs) to subcontractors using Procore and in accordance with Matheson policies and procedures.
• Assist with obtaining and reviewing subcontractor quotations for completeness and alignment with the requested scope of work and contract documents.
• Assist with preparing quantity take-offs and supporting documentation for Potential Change Orders (PCOs).
• Support the Project Team in reviewing applicable project costs, including labour, materials, safety, and general conditions associated with potential changes.
• Follow up with subcontractors regarding outstanding quotations and required documentation under the direction of the Project Team.
• Assist with tracking and monitoring project cash allowances and change-related costs.
• Assist with preparing Purchase Orders in Procore in accordance with Matheson policies and procedures.

• Develop an understanding of contractual responsibilities, contract documents, drawings, specifications, and project requirements.
• Assist the Project Team with subcontract and Purchase Order administration, including tracking documentation, progress, and required deliverables.
• Review and develop familiarity with Prime Contracts, subcontract documents, shop drawings, specifications, and other construction documentation.
• Develop an understanding of subcontractor scopes of work, including inclusions, exclusions, and limitations.
• Assist with preparing subcontractor scopes of work and gain exposure to tendering and subcontractor buyout processes.
• Attend and assist with organizing subcontractor start-up and coordination meetings.
• Assist with maintaining project documentation and ensuring records are organized and accessible throughout the project lifecycle.
• Assist with compiling project closeout documentation, including as-built drawings, manuals, warranties, test reports, demonstrations, and extra stock.

• Assist with coordinating and scheduling project meetings, including subcontractor start-up meetings, coordination meetings, and project team meetings.
• Attend project meetings and accurately record meeting minutes, including attendees, key discussions, decisions, action items, and responsibilities.
• Prepare and distribute meeting minutes and supporting documentation to appropriate parties in a timely manner.
• Assist with tracking outstanding action items and following up with responsible parties as required.
• Support effective communication between Project Managers, Superintendents, Project Coordinators, subcontractors, consultants, clients, and other project stakeholders.
• Develop positive working relationships with project team members and external stakeholders.

• Currently enrolled in a post-secondary diploma or degree program in Engineering, Construction Management, Construction Engineering Technology, or a related discipline.
• Must be eligible to participate in a co-op, internship, or work-integrated learning term through their post-secondary institution.
• Previous construction, engineering, or project coordination experience is considered an asset but is not required.
• Strong interest in gaining hands-on experience within the construction industry and developing knowledge of project and field operations.

• Strong computer skills with an aptitude for learning new software and systems.
• Working knowledge of Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience with Procore or other construction management software is considered an asset.
• Experience with MS Project is considered an asset.
• Basic ability to interpret construction drawings, specifications, and project documentation.
• Basic knowledge of construction methods, equipment, building materials, and construction sequencing, or a strong willingness to learn.
• Basic understanding of construction regulations and building codes, or a willingness to learn.

• Valid driver's license and access to a reliable vehicle is required.
• Ability to travel to various project locations as required.
• Ability to work on construction project sites as required.
• Overtime may be required based on project needs.
• Ability to lift or move up to 25 lbs. may be required.

• Combination of office and construction site environments.
• Travel to various project locations as required.
• Exposure to active construction sites and associated site conditions.
• Manual dexterity required to use desktop computers and peripherals.
• Overtime as required.
• Lifting or moving up to 25 lbs. may be required.

Matheson Constructors is an equal opportunity employer.

We thank all applicants for their interest in this position; however, only those selected for further consideration will be contacted.

Matheson Constructors welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates participating in all aspects of the recruitment and selection process.

Please note that Matheson Constructors does not accept unsolicited resumes from recruiters or employment agencies.