Project administrator– Welland

Position Summary

Evertrust Development Group Canada Inc. is looking for a dependable, organized, and service-oriented Project Administrator to join our Welland team.

This position combines general office administration, customer and purchaser support, and day-to-day coordination for local construction and development activities. The successful candidate will assist management and project staff with documentation, scheduling, follow-ups, contractor and consultant communication, invoice records, deficiency tracking, and other operational matters.

The role is well suited to someone who enjoys keeping information organized, following up on outstanding items, communicating with different parties, and supporting multiple priorities in a busy project environment.

Key Responsibilities

Customer & Purchaser Support

• Respond to purchaser and resident inquiries in a professional and timely manner.
• Assist with appointment coordination for Pre-Delivery Inspections (PDIs), key handovers, occupancy-related appointments, and other buyer meetings.
• Organize and maintain purchaser records, correspondence, checklists, amendments, and related documentation.
• Provide purchasers with appointment details, required information, next steps, and general project updates as directed.
• Maintain accurate communication and follow-up records.

Office & Administrative Support

• Provide day-to-day administrative support to the Welland office and project team.
• Answer and direct phone calls, emails, visitors, contractors, consultants, and general inquiries.
• Prepare, scan, copy, organize, file, and maintain company and project documentation.
• Assist with data entry, spreadsheets, reports, correspondence, notices, and internal records.
• Receive and distribute mail, courier packages, invoices, and other incoming documents.
• Maintain organized electronic and physical filing systems.
• Coordinate documents and information between the Welland office, Markham Head Office, and other departments.
• Monitor general office supplies and assist with ordering when required.

Project & Construction Coordination Support

• Assist management and Project Managers with project schedules, action lists, milestone tracking, and outstanding items.
• Follow up with contractors, suppliers, consultants, site personnel, and internal teams regarding project-related matters.
• Help coordinate meetings, inspections, site visits, deliveries, walk-throughs, and other project activities.
• Prepare meeting notes, action items, correspondence, and follow-up records when required.
• Organize project documents including drawings, contracts, permits, RFIs, change orders, approvals, shop drawings, reports, and meeting records.
• Support document control by maintaining current and properly filed project records.
• Track outstanding approvals, deficiencies, permits, RFIs, change orders, and other project documentation.
• Assist with collecting required documentation from contractors and suppliers, including Certificates of Insurance where applicable.
• Identify missing documents or overdue follow-up items and bring them to management's attention.

Property, Site & Vendor Coordination

• Communicate with contractors, vendors, consultants, residents, property managers, and other external parties as required.
• Assist with maintenance requests, property-related matters, resident concerns, and site follow-up.
• Coordinate contractor access, service appointments, inspections, and related documentation.
• Track deficiencies, warranty items, and outstanding site work.
• Attend site or project meetings when required and assist with recording follow-up items.

Invoice & Documentation Support

• Assist with organizing invoices, receipts, purchase orders, expenses, and supporting project documentation.
• Maintain basic invoice and payment tracking records.
• Follow up on missing invoices, approvals, delivery records, or supporting documents when required.
• Assist with matching project invoices and approved change documentation with the appropriate records.
• Support the preparation and organization of documentation for project payments or construction draw packages when requested.
• Maintain accurate and organized records of project-related expenditures and correspondence.

Project Closeout & Warranty Support

• Assist with project closeout checklists and outstanding completion items.
• Collect and organize warranties, manuals, inspection records, certificates, as-built drawings, and other closeout documentation.
• Support deficiency follow-up, warranty requests, final inspections, and related communication.
• Ensure completed project records are properly organized and archived.

General Responsibilities

• Maintain confidentiality when handling company, employee, client, financial, property, and project information.
• Provide additional administrative, customer service, property, operational, and project support as assigned by management.

Qualifications

Required

• Previous experience in administration, customer service, office coordination, project support, or a similar position.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and consistently follow up on outstanding items.
• Strong verbal and written communication skills.
• High attention to detail and accuracy in documentation.
• Comfortable using Microsoft Word, Excel, Outlook, and other office software.
• Professional and courteous when dealing with purchasers, residents, contractors, consultants, and internal staff.
• Reliable, responsible, and able to work independently while supporting a team environment.
• Ability to handle confidential information appropriately.

Preferred Qualifications

• Previous experience in construction, real estate development, property management, condominium operations, or a project-based environment.
• Exposure to construction administration or project coordination.
• Familiarity with project schedules, drawings, RFIs, change orders, deficiencies, permits, or construction documentation.
• Knowledge of Tarion, PDI procedures, new-home occupancy, warranty processes, or deficiency coordination is an asset.
• Basic knowledge of invoices, purchase orders, receipts, project costs, and related documentation.
• Experience using Procore or similar construction/project management software is an asset.
• A valid driver's licence and ability to attend local project sites or meetings when required is preferred.

Work Environment

This is a full-time, on-site position based in Welland, Ontario. The successful candidate will work closely with the local project team while maintaining regular communication with Evertrust's Markham Head Office and other departments.

Occasional attendance at project sites, inspections, meetings, or local appointments may be required depending on operational needs.

Compensation

$20.00–$26.00 per hour, based on the successful candidate's experience, qualifications, and relevant industry background.

Pay: $20.00-$26.00 per hour

Expected hours: 40.0 per week

Benefits:

• On-site parking

Ability to commute/relocate:

• Welland, ON: reliably commute or plan to relocate before starting work (preferred)

Experience:

• Property management: 1 year (preferred)
• construction administration or project coordination: 1 year (preferred)
• Microsoft Office: 1 year (preferred)

Work Location: In person