Overview
Projects Administrator Jobs in Barrie, Ontario, Canada at Egress Systems of Canada Ltd.
Title: Projects Administrator
Company: Egress Systems of Canada Ltd.
Location: Barrie, Ontario, Canada
About Us
We are a well‑established Architectural Door, Frame, and Hardware distributor supporting construction projects across Canada. Our team works closely with contractors, architects, and suppliers to deliver high‑quality products and exceptional project support. We’re growing and looking for a strong Projects Administrator to join our team.
Role Description
We are seeking a highly organized, detail‑oriented Projects Administrator to support our Project Management team and ensure smooth coordination across all active jobs. You will be the central hub for documentation, scheduling, communication, and office administration. If you enjoy keeping complex workflows running efficiently and staying ahead of deadlines, this role will suit you well.
Key Responsibilities:
Project Administration & Coordination
- Maintain logs of project schedules, milestones, and delivery timelines
- Maintain logs for all submittals, RFIs, shop drawings, and approvals
- Communicate with suppliers regarding lead times, order confirmations, and delivery dates
- Assist with status tracking and preparing templates for change orders, RFIs, shop drawings, transmittals, etc.
- Monitor long‑lead items and proactively flag risks or delays
Internal Communication & Workflow Support
- Serve as the central communication point between Project Managers, estimating, purchasing, accounting, and warehouse teams
- Prepare agendas, notes, and follow‑ups for weekly project coordination meetings
- Maintain standardized templates, forms, and internal processes
- Ensure timely flow of information and prevent bottlenecks
Documentation & Systems Management
- Prepare accurate digital project files (contracts, addendums, drawings, correspondence)
- Prepare project status reports and workload summaries for leadership
- Ensure compliance with internal documentation standards
- Maintain Health and Safety documentation, submittals, and forms internally and externally
Office Administration
- Oversee general office operations, supplies, and vendor accounts
- Support onboarding of new staff (workspace setup, access, documentation)
- Manage shared inboxes and general administrative communication
- Maintain organized digital and physical filing systems
Financial & Contract Administration Support
- Assist Project Managers with progress billing preparation and documentation
- Assist Estimators with document preparation and bid closing duties
- Track purchase orders, invoices, and delivery receipts
- Support contract compliance (WSIB, insurance certificates, closeout documents)
Qualifications
- Organization skills to handle schedules, timelines, and tasks effectively
- Proficiency in Documentation, Record-Keeping, and Data Entry
- Excellent Communication and Interpersonal skills for engaging with team members and stakeholders
- Attention to Detail and Problem-Solving skills to ensure high-quality outcomes
- Knowledge of Microsoft Office Suite or similar software
- Ability to work on-site in a collaborative environment
- Previous experience in project administration or a related field is an asset
- Post-secondary education in business administration, project management, or a related discipline is an asset
