Project Administrator

J-AAR is forging a future as a premier construction leader in Canada, rooted in the founding vision of John and Loralee Aarts in 1982 with a commitment to foster an environment where everyone can achieve their fullest potential. We empower our team members to unlock their full potential on collaborative construction projects, with transformative results for our customers, communities, and individuals engaged in all the projects we are involved in.

We are seeking a highly organized and detail-oriented Project Administrator to support our Project Management team within the Civil Group. This role plays a critical part in ensuring the smooth execution of projects by providing administrative, financial, and coordination support across multiple active jobs. The ideal candidate is proactive, adaptable, and comfortable managing a high volume of documentation, invoicing, and communication in a fast-paced construction environment.

How you will make an IMPACT:

• Provide day-to-day administrative support to Project Managers and Project Coordinators
• Assist with project setup, documentation, and closeout processes
• Maintain and organize project files (digital and physical)
• Track and manage project documentation including contracts, submittals, and correspondence
• Support preparation and distribution of project reports and meeting minutes

Purchase Orders & Subcontract Administration:

• Prepare and issue purchase orders and subcontract documentation
• Track and maintain purchase order logs
• Ensure proper documentation is in place prior to issuance
• Follow up with vendors and subcontractors for required documentation (insurance, WSIB, etc.)
• Process and track a high volume of incoming invoices
• Review invoices for accuracy and alignment with purchase orders and contracts
• Identify and flag discrepancies between invoices, POs, and received work
• Coordinate with Project Managers to resolve invoice discrepancies
• Assist with coding and submission of invoices for approval
• Assist in collection of packing slips and submit for proof of payment
• Support month-end processes and reporting requirements
• Act as a point of contact for vendor and subcontractor administrative inquiries
• Assist with onboarding new vendors and maintaining records

General Administrative Duties:

• Maintain office systems and administrative processes to improve efficiency
• Assist with document formatting, data entry, and report preparation
• Support other departments as required (estimating, accounting, operations)
• Contribute to continuous improvement of administrative workflows

How you WOW us:

• 2–5 years of administrative experience, preferably in construction or project-based environments
• Strong organizational and time management skills with the ability to handle multiple priorities
• Experience with purchase orders, invoicing, and contract documentation is an asset
• High attention to detail, particularly with financial and document review
• Proficient in Microsoft Office (Excel, Word, Outlook, Teams, Powerpoint); experience with construction software is an asset (HCSS, PowerBI)
• Strong communication skills, both written and verbal
• Ability to work independently and as part of a team

How we TAKE CARE of our PEOPLE:

• Highly competitive hourly wage
• Company paid benefits
• A team member focused culture with a common objective of finding out what we are capable of and reaching our potential
• Skill building, training opportunities, career support
• We Celebrate our Achievements: holiday parties, BBQs, fishing derby, sporting event tickets, golf days, and so much more!

J-AAR welcomes all applicants and is committed to a diverse workforce. If you require accommodation, please contact the People and Culture Department.