Junior Project Coordinator supporting Black & McDonald’s commercial, institutional, and industrial facility service projects. Coordinating schedules, documentation, vendors, clients, safety, and field operations across Southwestern Ontario.
About the role
- Project Administrator supporting employee-owned OCL Group’s Canadian industrial construction projects. Managing timesheets, project accounting, reporting, onboarding, and field logistics remotely.
Responsibilities
- Collect, prepare, and enter timesheets
- Support day-to-day activities of project personnel
- Reconcile Daily Reports against Timesheets and supporting documentation
- Ensure Timesheets and expense documentation are approved by the Project Manager
- Assist with weekly and monthly report preparation
- Facilitate onboarding and mobilization of new hires, including booking safety training and D&A tests
- Maintain electronic project files and project correspondence logs
- Prepare and distribute select project transmittals via the Project Manager
- Support use of project coding
- Use client billing portals for uploads, data reconciliation, time entry, job coding, cost tracking, and labour/equipment reporting
- Generate reports supporting project controls, payroll, and project accounting
- Update the DTC Database as required
- Prepare operational reports, including manpower, job cost, and labour cost reports
- Prepare daily LEMs and submit them to the client for approval
- Track daily labour and equipment and review job cost codes
- Coordinate site access badges, vehicle passes, ETMP requests, flights, and camp logistics
- Complete and distribute project correspondence, records, and reports
- Develop and maintain working relationships with project stakeholders
- Support OCL’s Statement of Values and continuous process improvement
- Promote OCL’s “Doing the Job Right” approach to clients and the workforce
Requirements
- 5+ years of experience in an administrative or project coordination role
- Business Administration Diploma or equivalent post-secondary education; a degree is an asset
- Strong understanding of project documentation, daily reporting, and cost tracking practices
- Project accounting experience, including cost tracking, reconciliations, and reporting
- Experience using client billing portals and DTC/InEight Billings systems
- Experience supporting field-based teams with time entry, payroll support, and onboarding logistics
- Familiarity with LEMs, job cost codes, and labour/equipment tracking
- Advanced proficiency in Microsoft Excel, including pivot tables, formulas, and data validation
- Experience using Google Sheets, Google Workspace, document control software, and shared drives
- Excellent organizational skills, time management, and attention to detail
- Strong written and verbal communication skills
- Ability to prioritize tasks in a fast-paced environment with shifting deadlines
- Ability to work independently in a remote setting after training
- Strong problem-solving skills and initiative
- Knowledge of construction processes, terminology, and project lifecycle is a plus
- Experience with site access systems, travel logistics, and mobilization coordination is an asset
- Must be legally eligible to work in Canada
- Must be available during regular business hours
- If required to work at site, must complete a pre-access drug and alcohol test
- Ability and willingness to transition from office-based training to remote working
- Potential availability for a future large, site-based project
Benefits
- Weekly Pay
- Company bonus (depending on overall company performance)
- Flex credits - $7000 per year that can be allocated to a health care spending account and/or RRSP’s
- 100% drug coverage
- Long term disability, AD&D, life insurance & dependent life Insurance
- Paid vacation
- Cell phone allowance or company provided cell phone
- A company provided laptop
- Flexible hours
- Potential to transition from part-time to full-time role
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