Intermediate Project Administrator - Toronto - Dokainish & Company

Description

About us:

Since 2011 Dokainish & Company has been providing world class professional consultancy services.

We specialize in working diligently and collaboratively with our clients to achieve long-lasting and impactful results across numerous business functions. Our areas of expertise include, but are not limited to, Project Controls, Project Management, Quantitative Risk Analysis, Organizational Change Management, Enterprise Reporting, Estimating, Asset Management, and System Implementation for Capital Projects. We draw upon decades of project experience to deliver customized solutions to our clients' most complex challenges.

Position Overview

Dokainish & Company is seeking an Intermediate Project Administrator to provide project coordination, documentation management, and reporting support across capital renewal projects within a national science and research facility renewal program.

This role is essential to ensuring efficient program delivery through the management of project documentation, coordination of team activities, and preparation of reporting packages. The successful candidate will bring strong organizational skills, attention to detail, and the ability to support multiple project teams in a structured, fast-paced program environment.

Key Responsibilities

Documentation Management

- Establish, maintain, and manage project documentation systems, registers, and filing structures in accordance with program standards

- Manage the receipt, distribution, tracking, and archiving of project correspondence, submittals, transmittals, and reports

- Maintain document control logs, revision registers, and distribution records

- Ensure documentation accuracy, completeness, and compliance with program governance requirements

Reporting and Coordination

- Support the preparation and compilation of project status reports, progress reports, and executive reporting packages

- Coordinate project meetings, including scheduling, agenda preparation, minute-taking, and action item tracking

- Assist with the preparation of governance submissions, briefing notes, and decision packages

- Maintain project dashboards, action item trackers, and issue/risk logs

Team and Program Support

- Provide administrative and coordination support to project managers, cost specialists, schedulers, and program leadership

- Support onboarding and orientation of new team members within the program

- Assist with procurement administration, including RFP/RFQ coordination and bid tracking

- Support program-level administrative functions, including meeting coordination, travel logistics, and resource tracking

Key Deliverables

- Project documentation registers and filing systems

- Project status reports and progress summaries

- Meeting minutes, agendas, and action item trackers

- Governance submission packages and briefing notes

- Document control logs and distribution records

Requirements

Education

- Bachelor's degree in Business Administration, Project Management, Construction Management, or a closely related discipline

- Diploma or certificate in project administration or document control considered an asset

- Must hold or be eligible to obtain Federal Government Reliability Status security clearance

Experience

- 5-10 years of project administration or project coordination experience in the construction, infrastructure, or capital project sector

- Demonstrated experience supporting capital programs or multi-project environments

- Experience with document control systems and project management information systems (PMIS)

- Experience in institutional, government, or public sector project environments considered an asset

Technical Competencies

- Proficiency with document management systems and project management information systems (PMIS)

- Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint)

- Familiarity with project controls tools and enterprise collaboration platforms

- Strong data management and information organization skills

Professional Competencies

- Exceptional organizational and time management skills

- Strong written and verbal communication skills

- Ability to manage multiple assignments and competing priorities with a high degree of accuracy

- Proactive, resourceful, and committed to supporting team success

- High degree of professional integrity and discretion

Note: This role description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, duties, skills, or qualifications required.
If you believe your skillset, drive, qualifications, and experience is a match, we welcome your application and can't wait to hear from you. We thank all applicants for their interest in joining Dokainish & Company. Please note only those candidates considered for an initial interview will be contacted.
Notes:
VACANCY STATUS: This posting is for a new position.
AI USAGE: This organization does not use artificial intelligence to screen, assess, or select applicants for this particular open position. All applications are personally reviewed by our Talent Acquisition Team.

Dokainish & Company is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to age, gender, race, colour, religion, sexual orientation, gender identity, national origin, disability, age and veteran status, or any other protected status required by applicable law. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Dokainish & Company AODA Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.