Job Description

The Construction Project Administrator provides administrative and document control support to Project Managers, Project Coordinators, Superintendents, and field personnel. This position is responsible for maintaining project records, managing documentation, tracking project information, supporting cost and productivity reporting, and ensuring data accuracy throughout the lifecycle of construction projects.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple deadlines while maintaining accurate project records and supporting efficient project execution.

Project Documentation & Document Control

• Maintain and control all project documentation, including RFIs, submittals, change orders, drawings, specifications, meeting minutes, contracts, and turnover packages
• Ensure records are accurate, current, properly distributed, tracked, and archived.

Project Administration & Coordination

• Provide administrative support to Project Managers, Coordinators, Superintendents, and field teams.
• Coordinate meetings, manage correspondence, process purchase orders, track subcontractor documentation, and support project closeout activities.

Project Reporting & Data Management

• Maintain project databases, logs, spreadsheets, and reporting tools.
• Compile and distribute daily, weekly, and monthly project reports, productivity metrics, and project status updates.

Cost Tracking & Operational Support

• Assist with labour, equipment, material, and cost tracking.
• Support forecasting, resource planning, vendor quotation management, and contract administration activities.

Stakeholder & Compliance Coordination

• Serve as a liaison between project teams, clients, consultants, vendors, subcontractors, and regulatory bodies.
• Ensure required permits, insurance certificates, compliance documents, and project records are maintained and available.

Education

• Equivalent combination of education and experience
• Diploma or Certificate in office admin, business admin, project admin, accounting, or construction admin will be considered an asset

Experience

• 2+ years of administrative, project administration, or document control experience
• Previous experience in construction, industrial, engineering, or project-based environments is considered an asset.
• Experience managing large volumes of documentation and data entry is preferred

Knowledge and Skills

• Experience supporting multiple construction projects simultaneously.
• Experience with document control processes.
• Knowledge of project cost tracking and reporting systems.
• Familiarity with electronic records management and workflow processes.
• Experience in a heavy civil, industrial, or infrastructure construction environment.

Founded in 1882, J.D. Irving, Limited (JDI) operates in Eastern Canada (New-Brunswick, Nova Scotia, Prince Edward Island, Québec, Ontario, Newfoundland and Labrador), as well as in USA. We are a team of 20,000 dedicated employees. At J.D. Irving, Limited, you are part of a dynamic team of professionals who lead with integrity and are passionate about delivering results. With a culture that nurtures talent and creates an inclusive workplace, you can grow your career across our various operating divisions.

We are committed to creating accessible environments for our colleagues, candidates, and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary, or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.

Worried you do not meet all the requirements? Studies have shown that many applicants apply only to job opportunities when they feel they meet 100% of the criteria. We promote an inclusive environment where everyone is appreciated, recognized, and empowered to contribute fully. If you are interested in this position but are worried you did not meet all the requirements, we would encourage you to still apply.

Our recruitment advisors and hiring teams will utilize human screening combined with AI technology to help identify the skills and qualities that matter most to our business, while safeguarding your privacy and using AI responsibly.

We appreciate your interest in our company however only those candidates selected for an interview will be contacted.