Project Administrator, Operations & Field Support

• Location: Hybrid | Halton, Ontario (On-Site Project Coordination) | Main Reporting Office: 2538 Speers Rd Oakville, ON L6L 5K9 Unit 1
• Position Type: Full-time Fixed-Term Contract (approximately 2 year-term) | Possibility of extension
• Hours of Work: 40 hours / week
• Schedule: Monday to Friday from 8:00 a.m. – 4:30 p.m.
• Compensation: $45,000 - $55,000 annually
• Vacation: 3 weeks
• Benefits / Perks: Health Benefits and RRSP Match; starts after 3 months probationary period | Work for a company with many growth opportunities
• Reports To: Project Manager

About Us

At KTI Utility Services Inc. (KUS), we foster a culture of excellence, innovation, and safety. As a leading utility service provider committed to delivering exceptional services across Canada, we value our people and provide a supportive, dynamic, and rewarding work environment. Join our growing team and help us drive operational success!

Position Overview

The Project Administrator is an essential role reporting to the Project Manager to support multiple KUS utility and infrastructure projects across the Halton region. This position drives daily operational and administrative workflows critical to project momentum—acting as the central hub for payroll, invoicing, asset management, and documentation. The ideal candidate possesses exceptional organizational skills, high attention to detail, and the ability to multitask independently in a fast-paced environment.

Key Responsibilities

• Collaborates directly with Project Managers to compile, verify, and submit employee payroll and timesheet records accurately on schedule
• Assists with project invoicing, billing reconciliations, vendor record management, purchase order tracking, and the compilation of final project completion files
• Maintains organized project documentation, digital record repositories, safety compliance logs, and audit files
• Provides rapid administrative support for client account corrections, database updates, and service ticket reconciliation
• Acts as the lead hand for fixed asset tracking, equipment inventory management, safety gear sign-outs, and resource allocation logs across project sites
• Helps coordinate onboarding paperwork, orientation tracking, and administrative support for incoming field technicians and subtrades
• Partners closely with field supervisors and assists the Quality Assurance (QA) team with daily administrative tasks, scheduling, and operational reporting
• Performs other administrative, scheduling, or operational duties as assigned by management

Qualifications

• High school diploma / GED or equivalent is required
• Post-secondary education in Business Administration, Office Management, Project Management, Supply Chain/Logistics, Civil/Construction Engineering Technology, or a related field is strongly preferred
• Minimum one year of proven experience in administrative support, project coordination, or office management within construction, utilities, engineering, or field services sectors; 3+ years of experience is strongly preferred
• Strong command of the Microsoft Office Suite (Word, Outlook) and a demonstrated aptitude for digital databases or field service software
• Advanced Excel proficiency, with a strong capability in managing data tracking sheets, financial logs, and reporting templates under tight project deadlines
• Exceptional multitasking abilities with rigorous attention to detail when handling sensitive payroll data, financial tracking, and asset logs under tight project deadlines
• Strong verbal and written communication skills to liaise effectively between project managers, field crews, and corporate teams
• All candidates must successfully complete a criminal background check

KTI Utility Services is committed to providing a barrier-free environment for our employees, customers, job applicants, and visitors who enter our premises, contact us, or access our information. As an organization, we commit to applying the principles of dignity, independence, integration, and equal opportunity in the Accessibility for Ontarians with Disabilities Act (AODA) Customer Service Standard and Integrated Accessibility Standards Regulation. In accordance with provincial regulations, upon request, support will be provided for accommodations throughout the recruitment, selection, and assessment process. As part of our recruitment process, we employ artificial intelligence to evaluate applicants for this role. All candidates are assessed fairly based on their qualifications and relevant skills.

Pay: $45,000.00-$55,000.00 per year

Application question(s):

• Do you have at least 1 to 3 years of professional experience in administrative, project coordination, or office support role? (Yes / No)
• Are you comfortable utilizing Microsoft Office (especially Excel and Outlook) to manage payroll, invoices, and project tracking records? (Yes / No)
• Do you have hands-on experience assisting with payroll compilation, invoice reconciliation, or inventory/fixed asset tracking? (Yes / No)
• Are you comfortable working on-site in the Halton/Oakville area and reporting directly to the Project Manager? (Yes / No)
• Are you comfortable managing multiple competing administrative priorities daily while coordinating effectively between field crews and corporate teams? (Yes / No)
• Are you able to successfully pass a mandatory clean criminal background check prior to employment commencement? (Yes / No)

Work Location: Hybrid remote in Halton Hills, ON