Project Administration Officer – Construction Job

Company Operating Name: Silcon Construction Inc.

Business Address: 1990 Ellesmere Road, Unit 4, Scarborough, ON M1H 2W2

Title of the Position: Project Administration Officer – Construction

Number of Positions Available: 1

Job duties:

• Oversee and coordinate day-to-day administrative procedures to ensure efficient support for project managers, supervisors, and field teams.
• Assist in planning, organizing, and tracking internal administrative activities related to ongoing construction projects, ensuring deadlines and company policies are met.
• Prepare and maintain administrative documentation, including correspondence, reports, meeting minutes, and project-related records.
• Coordinate logistics for meetings, staff schedules, and document submissions, ensuring effective communication between the office, project sites, and external partners.
• Serve as a central point of contact for internal and external communications, handling inquiries from clients, contractors, and suppliers, and ensuring messages are routed appropriately.
• Support the preparation and monitoring of budgets, purchase orders, and invoices, ensuring accurate record-keeping and adherence to budgetary controls.
• Maintain organized filing systems—both digital and physical—for contracts, financial records, permits, and administrative documentation.
• Assist in maintaining company databases and tracking systems for project documentation, materials, and administrative workflows.
• Participate in developing and updating internal policies, administrative procedures, and Standard Operating Procedures (SOPs) to enhance operational efficiency.
• Ensure compliance with company policies, safety standards, and general administrative regulations across office operations.
• Support recruitment and onboarding of new office and project support staff, including maintaining personnel records and coordinating orientation materials.
• Prepare periodic summaries, reports, and correspondence for management review to support decision-making and planning.
• Coordinate office services such as equipment maintenance, supplies procurement, and space organization to ensure a safe, efficient, and productive workplace.
• Provide general administrative support to management and staff to ensure consistent communication and workflow between departments.

Terms of Employment: This is a permanent and full-time position, 30 hours of work per week with some occasional weekend or overtime work depending on workload

Seasonal Position: no

Language of Work: English

Wage: $36.00 per hour

Vacation: 10 days

Location of Work (local area, city or town): Scarborough, Ontario

Contact Information: Apply with a cover letter and resume to [email protected]

Skill Requirements (includes education and work experience):

• A university degree or college diploma in business, arts or public administration is required.
• Minimum 1–2 years of relevant experience in administrative support, office coordination, or project administration, ideally in fast-paced or multi-stakeholder environments.
• Proven ability to manage documentation, schedules, logistics, and communication in support of project delivery.
• Experience in supporting the creation, execution, and upkeep of internal Standard Operating Procedures (SOPs) to ensure uniform project delivery and compliance with administrative standards.
• Strong organizational and time-management skills, with attention to detail and the ability to prioritize competing tasks.
• Effective interpersonal, written, and verbal communication skills, with proven ability to build relationships and collaborate effectively with internal teams, external vendors, stakeholders, and diverse communities.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and other standard digital tools for project coordination and collaboration.
• Comfortable learning new systems and terminology; adaptable and quick to integrate into technical or industry-specific environments such as construction.
• Comfortable working independently or as part of a team in dynamic, deadline-driven settings.
• Previous exposure to project lifecycles or regulated environments is considered an asset.
• Able to work outside regular hours, including evenings or weekends, to meet project deadlines (as needed).

At Silcon Construction Inc., the Project Administration Officer – Construction plays a key role in supporting efficient project delivery and overall office operations. This position ensures the smooth coordination of administrative processes that enable the company’s construction and contracting teams to perform at their best.